Print and send documents

Signed clinical documents can be printed, emailed securely to someone outside the clinic, or sent to a colleague. What leaves the clinic is always the signed copy written when the document was signed, never a fresh copy of the draft. Every print, email and open is recorded in the patient access log.

The Print or Send menu also offers Fax when your clinic has the Fax add-on; see Fax documents and the fax inbox.

The signed copy opens with your clinic's letterhead: the logo of the visit's location, else your practice logo, with the practice name and the location's full address, phone, fax and email. Anything the location leaves empty, and your website, come from the practice contact details. A practice-wide document with no location of its own uses the practice contact details, filling any gaps from your only physical location if you have just one. A document signed before a logo was set keeps the letterhead it was signed with.

Print#

• One document: open a signed document and click Print or Send, then Print.
• Several documents of one patient: on the patient's Documentation tab, check the signed documents you want (drafts cannot be checked), click Print or Send above the list, then Print. They print in one PDF.
• Batch print across patients: on any Todos page, click Batch Print. Choose the dates (up to 31 days), and optionally a provider, a discipline and a document type, then click Print. NeatPractice prints up to 100 signed documents in one PDF, ordered by date and patient. Narrow the filters if there are more.

Only the patients you can send documents for are included.

Send by secure email#

Secure email replaces password-protected attachments. The recipient, for example a physician's office, gets an email with a link and nothing else: no patient name and no documents. To open the documents they need a one-time code, which goes to a different address or phone.

1. Open a signed document, or check several on the patient's Documentation tab, and click Print or Send.
2. Click Secure Email. Under Sending, check the patient and each document you are about to share.
3. Enter the Recipient email.
4. Choose how the code is sent: Second email or Text message, and where it goes. Confirm that address or number with the recipient, for example by phone. The code cannot go to the same address as the link.
5. Click Send Link.

The recipient opens the link, clicks Send Me a Code, enters the 6-digit code and downloads the documents as a PDF. A code works once and for 10 minutes; they can ask for a new one. Access to the download ends 30 minutes after the code is accepted; the page then offers Get a New Code. The link works for 7 days.

The email, the code and the download page use the patient's message language, so a chart set to Spanish sends them in Spanish. See Message languages.

Follow up on secure emails#

The Secure emails list on the patient's Documentation tab shows every email sent from the chart: when, to whom, where the code went, who sent it, how many times the documents were opened and its status:

To stop a link at once, for example after a typo in the address, click Revoke Link in its row.

Send to staff#

To route a document to another provider or the front desk, open it, click Print or Send and then Send to Staff. Choose one or more people, add a note if you like, and click Send. You are always the sender.

The people you chose get a notification and find the document on the Sent to me page of Todos, with your note. Nothing is copied; the item links to the document in the chart. They click the patient's name to open it and Mark Done when they have dealt with it. Turn on Show done to see finished items.

Someone who cannot open the patient's chart does not see items for that chart.

Permissions#