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Documents is your hospital’s full document ledger: everything sent out for signature, what it is doing now, and the templates it is built from. Where Records shows only what needs a person today, this shows all of it.

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What you’re looking at

The heading reads Clinic Documents — “Manage and send documents for clinic signatures”. A period filter offering Today, Last 7 Days, This Month and All Time sits beside a split Send Document button, whose dropdown offers Create Document and Upload Document. Four tabs: Each document has one of six statuses: Empty state. A hospital that has sent nothing shows No documents found with “Send your first document to get started”.

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Before you start

Two prerequisites, and both stop you dead rather than failing quietly:
  • An active template must exist. Without one you get “No active document templates found. Please create a template first.” Build one on the Templates tab.
  • The patient must have an email address on file. The chart warns “⚠️ This patient does not have an email address. Please update their profile before sending documents.”, and sending is refused with “Selected patient does not have an email address”.

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Send a document for signature

1

Find the patient

Open Patient records, find the person, and open the row’s ⋯ menu.
2

Select Send Consent

The Send Document for Signature dialog opens — “Send a document to {patient} for review and signature” — and shows the patient’s name and the email it will go to. Check that address before going further.
3

Choose the template

Document Template * is required. The picker lists your active templates with their descriptions.
4

Add context

Additional Notes (Optional) — “Add any additional notes or instructions for the patient…” — is where you say why they are being asked to sign. A consent form arriving with no explanation is a consent form that does not get signed.
5

Send

The patient gets an email with their own link, and the document appears in the ledger at Pending.

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Follow it up

Each row’s ⋯ menu offers View Details always, and two actions that appear only when they make sense:
1

Resend an expired document

Resend Document appears only on a document at Expired, and gives the patient a fresh link. This is what an Expiring soon or Link expired row on the records desk is asking for.
2

Cancel one still in play

Cancel Document appears only while a document is Pending or Viewed. It asks Cancel Document? and lets you back out with Keep Document.
3

Read the detail

View Details shows what was sent, when, and where it has got to.
Cancelling kills the patient’s signing link for good. The dialog says so — “This will cancel the document and the patient will no longer be able to sign it. This action cannot be undone.” They cannot reopen it and there is no undo; you must send a fresh one. If you are only chasing a slow signer, leave the document alone and ring them.

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Who can do this

Role decides whether the ledger opens. Documents needs the Records care area in Settings → Facility, and on Enterprise an owner controls which roles see the Records group under Settings → Role Navigation. Permission decides what you may do inside: Enforcement is opt-in per person — a colleague never saved in the permissions sheet is unrestricted, and the sheet warns “Saving starts enforcing” before it starts applying. A denied action is recorded; an allowed one is not. Hiding Documents from a role is a convenience, not a security boundary.

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Check it worked

  • The document is in the ledger against the right patient, at Pending.
  • When the patient opens it the status becomes Viewed; when they sign it becomes Signed and the signed copy is on their chart.
  • A resent document has a fresh Sent time and is no longer Expired.
  • Total Documents on Overview counts it for the period you have chosen.

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Common issues

Nothing can be sent without one. Create a template on the Templates tab, make sure it is active, then send again.
Documents are delivered by email. Add the address to their record, then send — see Patient records.
It appears only on an Expired document. One still Pending does not need resending — the original link still works.
Cancel Document appears only while a document is Pending or Viewed. Once it is signed, declined or expired there is nothing left to withdraw.
Ask them to check spam first. If it is genuinely missing, confirm the address on their record, cancel the outstanding document and send a new one. A patient with portal access can also open it from the portal without the email.
Check the period filter. It defaults to a recent window; set it to All Time.

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FAQ

Create Document builds one from a template inside the product. Upload Document brings in a file you already have and sends that for signature.
Onto the patient’s record, in their files. Nothing needs filing by hand — that is what keeps the Unfiled queue on the records desk short.
Not from one action. Documents are sent per patient, because each one carries that patient’s own signing link.
Not in the product. A refusal to sign is a clinical and administrative conversation, not a status to clear — decide with the clinician what happens next.