How to Share Letters Securely from the Client Card

Step 1: Navigate to the Client Card

Start by logging in to your Pabau account and use the search bar located at the top of the screen to search for the client with whom you wish to share a letter.

Step 2: Access Letters

In the client card, navigate to the Communications tab, and from there, go to the Letters section. Here, you can select the letter you would like to share with the client.

Step 3: Locate the Letter You Want to Share

In the ''Letters section'' of the client card, find the letter you wish to share.

Click the three dots next to the letter to view the available actions, then choose ''Secure Share'' to begin securely sending the letter through the Client Portal.

Step 4: Share the Letter Securely

Once you click ''Secure Share'', a panel will open on the right-hand side of the screen.
From here, you can review, customize, and send your letters securely to the client through the Client Portal.

Here’s what each section of the Secure Share panel includes:

• Shared Letters
  At the top of the panel, you’ll see the total number of letters that have been shared with the client.

  
  If you’d like to review the details, click the ''View'' button to open the ''Share History''. This will display which letters were shared, when they were sent, and which staff member shared them.
  
  
• Recipient Details
  In the ''Share with'' field, select who will receive the shared letters, typically the client, but you can also choose to share them with an insurance company or another authorized contact. 
  
  
• Letters Selected
  Here, you can view the letter you’ve chosen to share. If you’d like to include additional letters, simply select them from the list to add them before sending.
  
  
• Share via SMS
  You can enable the SMS toggle if you’d like the client to receive the secure link via text message in addition to email. To use this option, ensure that Secure Share via SMS is enabled in your ''Client Notifications'' settings.
  
  
• Email Delivery
  The shared letter will be sent to the client via email. You can preview the email template by clicking the link displayed in this section.
  
  
  The template can also be customised in ''Client Notifications'' to better suit your clinic’s style and messaging.
• Client Portal Note
  Use this field to add a personalized message for your client. This note will appear alongside the shared letter in the Client Portal, providing context or any additional information your client may need.
  
  
• Password Protection
  The Password protect option is enabled by default to keep your letters secure. When enabled, an access PIN is automatically included in the email sent to the recipient. Every time the client refreshes their page, they will need to enter the secure access code.
  
  
• Finalize & Send
  Once you have reviewed all details, click ''Share Securely via Email'' to send the letter to your client. If you decide not to proceed, click Close - no information will be saved or sent.
  
  

Step 5: How the Client Will Access the Letter

After sharing the letter, your client will receive an email containing the shared files along with the access PIN.

To open the letter in the Client Portal, the client must enter this PIN, ensuring that only the intended recipient can view the letter.

After entering the PIN, the client will be redirected to the Client Portal, where they can securely view and open the letter.

If a wrong PIN is entered 5 times, the client will see an error message. To resolve this, a staff member must resend the letter via a new secure link.

By following these steps, you can securely share letters with your clients, ensuring they receive the necessary information safely and efficiently.