Table of Contents:
1. How to Share Documents Securely from the Client Card
2. How to Share Forms and Treatment Notes Securely from the Client Card
3. How to Share Letters Securely from the Client Card
4. How to Share Prescriptions Securely from the Client Card
5. What Happens When a Secure Share Link Expires
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 document.
Step 2: Access Client Card and Documents
In the client card, click on the Chart/EMR tab, and from the dropdown menu options, select "Documents."
Step 3: Locate the Document You Want to Share
In the ''Documents section'' of the client card, find the file you wish to share.
Click the three dots next to the document to view the available actions, then choose ''Share Securely'' to begin securely sending the document through the Client Portal.
Step 4: Share the Document Securely
Once you click “Share Securely”, the Share Documents window opens. Under the title you’ll see that the documents are sent as an encrypted link that expires after 1 month.
Here’s what each part of the window includes:
- Share history
In the top right corner, the “Share history” button shows how many documents have already been shared with this client.
Click it to see which documents were shared, when, and which staff member shared them. The X next to it closes the window without sending anything.
- Sharing these documents
On the left, you’ll see the documents you’ve chosen to share, with each document’s name and creation date. The document you clicked is already selected. To remove one, click the X on its card.
- Recent documents
Below, you’ll see the client’s other recent documents. Click the + next to a document to add it, so you can send several documents in one go.
- Share with
On the right, select who will receive the documents. This is usually the client, but you can also choose another contact linked to the client, such as a family member, an insurance company or a pharmacy. Each contact shows a label with their type.
If a contact has no mobile number or email address, a message under their name tells you what’s missing, for example “The contact doesn’t have a mobile number”. A contact with neither an email address nor a mobile number is greyed out and can’t be selected. Add the missing details to their contact first. - Also share via SMS
Switch this on if you’d like the recipient to also receive the secure link by text message. If the toggle is switched off and shows “Sending SMS notification for secure sharing is disabled via Setup”, enable SMS for secure sharing in your “Client Notifications” settings first.
- Password protect
This is switched on by default. An access PIN is included in the email sent to the recipient, and they must enter it to open the documents. The PIN is valid for 30 days.
- Share on client portal
This is switched on by default. The client can also open the documents from the Client Portal, alongside the secure link.
- This message will be sent as an email
The documents are sent to the recipient by email. To see the template used, click “Here” in the blue box. You can customise the template in “Client Notifications” to better suit your clinic’s style and messaging.
- Write a comment for the email
Use this field to add a personalised message for the recipient. It’s included in the email with the shared documents, so you can give context or any extra information they need. Click “+ Add a macro” to add a macro to your comment.
- Share Securely via Email
When you’ve checked everything, click “Share Securely via Email” at the bottom right to send the documents. The button stays inactive until you’ve selected at least one document and one recipient. If you decide not to send, click “Close” and nothing is sent. At the bottom left you can also see how many documents have already been shared with this client.
Step 5: How the Client Will Access the Document
After sharing the document, your client will receive an email containing the shared files along with the access PIN.
To open the document in the Client Portal, the client must enter this PIN, ensuring that only the intended recipient can view the documents.
After entering the PIN, the client will be redirected to the Client Portal, where they can securely view and open the document.
By following these steps, you can securely share documents with your clients, ensuring they receive the necessary information safely and efficiently.
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 form.
Step 2: Access Client Card and Forms
From the dropdown menu, select either:
-
Forms - to share medical or administrative forms
-
Treatment Notes - to share clinical notes or progress summaries
Step 3: Locate the Form or Treatment Note to Share
In the selected section, browse the list and find the specific form or treatment note you want to share. Next to each item, you’ll see a "Share Securely" button.
NOTE: If you have HIPAA compliance support enabled, you will not be able to share any forms with the client.
Step 4: Share the Form/Treatment Note Securely
Once you click “Share Securely”, the Share Forms window opens. Under the title you’ll see that the forms are sent as an encrypted link that expires after 1 month.
Here’s what each part of the window includes:
- Share history
In the top right corner, the “Share history” button shows how many forms have already been shared with this client. Click it to see which forms were shared, when, and which staff member shared them. The X next to it closes the window without sending anything. - Sharing these forms
On the left, you’ll see the forms you’ve chosen to share, with each form’s name and creation date. The form you clicked is already selected. To remove one, click the X on its card. - Recent forms
Below, you’ll see the client’s other recent forms. Click the + next to a form to add it, so you can send several forms in one go. - Share with
On the right, select who will receive the forms. This is usually the client, but you can also choose another contact linked to the client, such as a family member, an insurance company or a pharmacy. Each contact shows a label with their type.
If a contact has no mobile number or email address, a message under their name tells you what’s missing, for example “The contact doesn’t have a mobile number”. A contact with neither an email address nor a mobile number is greyed out and can’t be selected. Add the missing details to their contact first. - Also share via SMS
Switch this on if you’d like the recipient to also receive the secure link by text message. If the toggle is switched off and shows “Sending SMS notification for secure sharing is disabled via Setup”, enable SMS for secure sharing in your “Client Notifications” settings first. - Password protect
This is switched on by default. An access PIN is included in the email sent to the recipient, and they must enter it to open the forms. The PIN is valid for 30 days. - Share on client portal
This is switched on by default. The client can also open the forms from the Client Portal, alongside the secure link. - This message will be sent as an email
The forms are sent to the recipient by email. To see the template used, click “Here” in the blue box. You can customise the template in “Client Notifications” to better suit your clinic’s style and messaging. - Write a comment for the email
Use this field to add a personalised message for the recipient. It’s included in the email with the shared forms, so you can give context or any extra information they need. Click “+ Add a macro” to add a macro to your comment. - Share Securely via Email
When you’ve checked everything, click “Share Securely via Email” at the bottom right to send the forms. The button stays inactive until you’ve selected at least one form and one recipient. If you decide not to send, click “Close” and nothing is sent. At the bottom left you can also see how many forms have already been shared with this client.
Step 5: How the Client Will Access the Form
After sharing the forms, your client will receive an email containing the shared files along with the access PIN.
To open the form in the Client Portal, the client must enter this PIN, ensuring that only the intended recipient can view the forms.
After entering the PIN, the client will be redirected to the Client Portal, where they can securely view and open the form.
If a wrong PIN is entered 5 times, the client will see an error message. To resolve this, a staff member must resend the form via a new secure link.
By following these steps, you can securely share forms and treatment notes with your clients, ensuring they receive the necessary information safely and efficiently.
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.
NOTE: If the letter you wish to share is not listed, you can create a new letter from scratch or select an existing template. After saving the letter, return to this section to choose it for secure sharing.
To learn how to create a letter from scratch, please refer to this article.
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”, the Share Letters window opens. Under the title you’ll see that the letters are sent as an encrypted link that expires after 1 month.
Here’s what each part of the window includes:
- Share history
In the top right corner, the “Share history” button shows how many letters have already been shared with this client. Click it to see which letters were shared, when, and which staff member shared them. The X next to it closes the window without sending anything. - Sharing these letters
On the left, you’ll see the letters you’ve chosen to share, with each letter’s name and creation date. The letter you clicked is already selected. To remove one, click the X on its card. - Recent letters
Below, you’ll see the client’s other recent letters. Click the + next to a letter to add it, so you can send several letters in one go. - Share with
On the right, select who will receive the letters by clicking their name. A tick shows who is selected. This is usually the client, but you can also choose another contact linked to the client, such as a family member, an insurance company or a pharmacy. Each contact shows a label with their type.
If a contact has no mobile number or email address, a message under their name tells you what’s missing, for example “The contact doesn’t have a mobile number”. A contact with neither an email address nor a mobile number is greyed out and can’t be selected. Add the missing details to their contact first. - Also share via SMS
Switch this on if you’d like the recipient to also receive the secure link by text message. If the toggle is switched off and shows “Sending SMS notification for secure sharing is disabled via Setup”, enable SMS for secure sharing in your “Client Notifications” settings first. - Password protect
This is switched on by default. An access PIN is included in the email sent to the recipient, and they must enter it to open the letters. The PIN is valid for 30 days. - Share on client portal
This is switched on by default. The client can also open the letters from the Client Portal, alongside the secure link. - This message will be sent as an email
The letters are sent to the recipient by email. To see the template used, click “Here” in the blue box. You can customise the template in “Client Notifications” to better suit your clinic’s style and messaging. - Write a comment for the email
Use this field to add a personalised message for the recipient. It’s included in the email with the shared letters, so you can give context or any extra information they need. Click “+ Add a macro” to add a macro to your comment. - Share Securely via Email
When you’ve checked everything, click “Share Securely via Email” at the bottom right to send the letters. The button stays inactive (pale blue) until you’ve selected at least one letter and one recipient, and turns solid blue once you have. If you decide not to send, click “Close” and nothing is sent. At the bottom left you can also see how many letters have already been shared with this client.
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.
How to Share Prescriptions 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 at the top of the screen to find the client whose prescription you wish to share.
Step 2: Access Prescriptions
Within the client card, navigate to the Chart tab, then select Prescriptions. Here, you’ll see a list of prescriptions for the client and can choose which one you want to share.
Step 3: Locate the Prescription You Want to Share
In the Prescriptions section of the client card, find the prescription you wish to share.
Hover over the prescription to see the available options. Select Secure Share to begin sending it securely through the Client Portal.
Step 4: Share the Prescription Securely
Once you click “Secure Share”, the Share Prescriptions window opens. Under the title you’ll see that the prescriptions are sent as an encrypted link that expires after 1 month.
Here’s what each part of the window includes:
- Share history
In the top right corner, the “Share history” button shows how many prescriptions have already been shared with this client. Click it to see which prescriptions were shared, when, and which staff member shared them. The X next to it closes the window without sending anything. - Sharing these prescriptions
On the left, you’ll see the prescriptions you’ve chosen to share, with each prescription’s name and creation date. The prescription you clicked is already selected. To remove one, click the X on its card. - Recent prescriptions
Below, you’ll see the client’s other recent prescriptions. Click the + next to a prescription to add it, so you can send several prescriptions in one go. - Share with
On the right, select who will receive the prescriptions by clicking their name. A tick shows who is selected. This is usually the client, but you can also choose another contact linked to the client, such as a family member, an insurance company or a pharmacy. Each contact shows a label with their type.
If a contact has no mobile number or email address, a message under their name tells you what’s missing, for example “The contact doesn’t have a mobile number”. A contact with neither an email address nor a mobile number is greyed out and can’t be selected. Add the missing details to their contact first. - Also share via SMS
Switch this on if you’d like the recipient to also receive the secure link by text message. If the toggle is switched off and shows “Sending SMS notification for secure sharing is disabled via Setup”, enable SMS for secure sharing in your “Client Notifications” settings first. - Password protect
This is switched on by default. An access PIN is included in the email sent to the recipient, and they must enter it to open the prescriptions. The PIN is valid for 30 days. - Share on client portal
This is switched on by default. The client can also open the prescriptions from the Client Portal, alongside the secure link. - This message will be sent as an email
The prescriptions are sent to the recipient by email. To see the template used, click “Here” in the blue box. You can customise the template in “Client Notifications” to better suit your clinic’s style and messaging. - Write a comment for the email
Use this field to add a personalised message for the recipient. It’s included in the email with the shared prescriptions, so you can give context or any extra instructions they need. Click “+ Add a macro” to add a macro to your comment. - Share Securely via Email
When you’ve checked everything, click “Share Securely via Email” at the bottom right to send the prescriptions. The button stays inactive (pale blue) until you’ve selected at least one prescription and one recipient, and turns solid blue once you have. If you decide not to send, click “Close” and nothing is sent. At the bottom left you can also see how many prescriptions have already been shared with this client.
Step 5: How the Client Will Access the Prescription
After sharing the prescription, your client will receive an email containing the shared files along with the access PIN.
To open the prescription in the Client Portal, the client must enter this PIN, ensuring that only the intended recipient can view the prescription.
After entering the PIN, the client will be redirected to the Client Portal, where they can securely view and open the prescription.
What Happens When a Secure Share Link Expires
Every Secure Share link, whether for a document, form, treatment note, letter or prescription, expires 1 month after you send it, and the PIN expires with it. This is expected behaviour. After that, the item no longer appears for the recipient, so they may say it has disappeared. Nothing is deleted. The item stays on the client’s profile.
To give the recipient access again, share the item again from the client card, using the same steps as the first time (for a document: EMR/Chart > Documents > three-dot menu > Secure Share). The recipient gets a new link and PIN, valid for another month.
NOTE: An existing link can’t be extended, and there’s no bulk reshare, so each item has to be shared again separately.
By following these steps, you can securely share documents, forms, treatment notes, letters and prescriptions with your clients through the Client Portal. This helps ensure sensitive information is shared safely, access is protected, and client communication remains clear and compliant.
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