How To: Share Documents With Clients on TherapyPortal

When you have your  client portal enabled, TherapyNotes allows you to send documents, including Treatment Plans, to your clients electronically to facilitate a paperless intake process. Documents can be reviewed, electronically signed, or even completed and sent back to you through TherapyPortal before the client comes to the office, helping you gain valuable time to spend in session. Your documents are sent securely between TherapyNotes to the client's TherapyPortal account. If you need a signature for a document, your client will be prompted to draw their signature on their phone or computer after they review the document. If you need your client to complete the document, your client will be asked to upload their completed document to send back to you. TherapyNotes also includes a pre-made Patient Information Form, a fully-integrated online intake form that corresponds to the Patient Info tab of a client's chart. With this form, your clients can fill-in their information directly on TherapyPortal, and your practice can pull this information into a client's chart with just a couple of clicks.

Multiple documents may be sent to a client at a time and include unique, custom instructions. The documents you share are grouped into document requests.

Role Required: Any

To share documents with a client:

  • Click Patients > Patient Name > Portal tab
  • In the Shared Documents on Portal section, click the Share Documents button

Next, add as many documents as needed to your document request. You may add documents from your practice's  Document Library or your client's chart, or upload new documents that are specific to your client. Each document you add will appear in the Documents Included in Request table.

To add a document from the Document Library to the request:

  • With the Library Documents tab selected, begin typing the name of the document in the field below Select Library Documents to Share
  • TherapyNotes will generate a list of possible matches. Click on the correct document from this list to add it to the request

To add an existing patient file or a Treatment Plan to the request:

Note: Only Clinical Administrators and Clinicians (for assigned patients) can share and view Treatment Plans and files marked as Clinical.

  • Select the Patient Documents tab and begin typing the name of the document or Treatment Plan in the field below Select Patient Documents to Share
  • TherapyNotes will generate a list of possible matches. Click on the correct document from this list to add it to the request
  • Select what actions you'd like your client to take from the Requirements dropdown. Here, you may select whether the client should review the document, electronically sign the document, or upload a completed document to send to your practice
Quick Tip: You can also share patient files and Treatment Plans with clients directly from the document itself. To do so, click on the document name on the client's Documents tab, and click the Share on Portal button at the bottom of the preview.

To upload a new client-specific document to add to the request:

Note: Only Clinical Administrators and Clinicians (for assigned patients) can upload and view documents marked as Clinical.

  • Select the Patient Documents tab
  • Click the Upload button
  • In the Upload Document to Share dialog that appears, click the Choose File button to select the document you want to upload from your computer
  • Identify the document's AccessNameDate, and Requirements
  • Click the Add Document button

Once you've added documents to the request, enter a  Subject and Instructions for your request. This information will be visible to the client on TherapyPortal.

Finally, click the  Send Document Request button.

Once your document request is sent, your client will receive an email notification informing them that there are documents ready for them to review, sign, or complete. Clients should log in to their TherapyPortal account to complete pending documents. If they need assistance, please direct them to  How To: Review or Sign a Document as a TherapyPortal User.

When a client completes a document on TherapyPortal, the document's status will be updated automatically in TherapyNotes. You'll be alerted in your To-Do list when there are signed or completed documents ready for you to review. For more information, read How To: Check the Status of Document Requests, How To: Process Electronic Signatures and Paperwork From Clients, and How To: Share and Process the Patient Information Form.

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