This article is for users who want to share/email documents with their patients or contacts.

In this article:

Note: To share multiple documents at once, you must have sharing/emailing enabled in your practice and a role assigned to you that gives you permissions to perform the actions required. For more information on roles, see here.

How to Share or Email Documents

With our latest update, you can now easily share or email one or multiple documents across all areas of the app where documents or letters can be shared or emailed.

Before getting started, feel free to take a look at our demo by clicking here.

Follow the steps below to share multiple documents efficiently:

Go to the Patient's file and navigate to the document or letter you wish to share within the patient's profile (eg: Invoices, Documents, Prescriptions, Letters and Forms). Click on the "Share" Button located at the top of the document page.

2. Tick the checkboxes next to the documents you want to share. You can use the search bar to filter documents by type (e.g., letter), document name, or date to find what you need quickly.

You will see the most recent viewed documents for this patient however you can click on "More documents" to see all documents for this patient.

3. Select the recipients you want to share the documents with. You can choose multiple recipients.

You can only share documents with recipients linked to a patient’s relationships and emergency contact list or contacts stored within your practice. They must have a valid email. You will no longer be able to free type email addresses. This setup ensures secure sharing of sensitive information.

4. Decide whether to share the documents via a secure link or as an email attachment.

5. Preview the content (optional)

Click the “pop out” button to view the sharing panel and document side by side. This lets you easily scan through documents and drag and drop what you want to share.

Note: Ensure that your clinic has emailing/sharing enabled in your general settings.

View your Sharing History

You can view a history of how, who, and when documents were shared with this patient previously by clicking on "view" on the top.

Note: You will still be able to reshare/email a document that has previously been sent.

Sharing Consultation Notes

Sharing consultation notes is an important part of maintaining clear communication and collaboration in healthcare settings. Depending on your needs, you have two primary methods for sharing these notes: directly from the consultations tab or via the sharing portal.

Selective Sharing

Selective sharing allows you to share specific parts of a consultation note rather than the entire document. This method is useful when you need to provide only relevant information to recipients while keeping other details private.

Access the Consultations Tab and Select the relevant consultation note

2. Click on the option to share the note. You will then be presented with options to select specific sections or parts of the note.

3. Choose which part of your consultation note you'd like to share by turning the toggle on.

4. Share the Note with your patient

You will be able to preview their email address before sharing.

Note: You can only share part of the consultation notes with the patient not contacts.

Complete Sharing

If you need to share a consultation note in its entirety or send multiple consultation notes at once, please refer to the instructions above: Sharing or Emailing Multiple Documents at Once.

Unshare Documents

Currently, it is not possible to recall an email once it has been sent. However, you can unshare documents with your patient.

Please note that you cannot unshare individual documents—you can only revoke access to all shared documents for that patient by following the steps outlined below:

1. Select the patient who you want to remove access for.

2. Click the more options icon in the top right-hand corner.

3. Select Unshare.

4. Click Revoke access.

The patient will no longer have access to the sharing portal and will not be able to view any shared documents.

Note: If you share another document with this patient in the future, they will regain access to all previously shared documents.

If you wish to restrict access to a specific document, you will need to delete that document as the current functionality does not allow selective document unsharing. You can share new documents with the patient at any time. For more information, see here.

Email Addresses for Sending Multiple Documents

When sending documents, the outgoing email address shown to your patient depends on the type of document.

You can set up your practice's outgoing email addresses in your General Settings as shown below:

General email: If you are sharing more than one type of document (e.g., a mix of invoices, prescriptions, and other documents).
Invoice email: For financial documents, like invoices and credit notes.
Consultation email: For consultation notes.
Prescription email: For prescriptions.
Letter email: For letters.
Lab email: For lab related documents.

Each document type has a dedicated email address to ensure proper categorisation and clarity for the recipient.

This new functionality is designed to streamline document sharing and improve your workflow. If you have any questions or need further assistance, please reach out to our support team at support@semble.io