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Paperwork that has to be signed before a visit should not depend on someone remembering to send it. This tab picks the templates the hospital sends every time, so they go out with the appointment rather than being chased at the door.

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What this tab controls

The card is headed Sharable Documents: “Select which documents are automatically sent to clients during appointments. Toggle Auto-send on individual documents to automate delivery at appointment time.” Templates are grouped into four categories, each showing how many are available and how many you have selected. Each row carries three things: a selection checkbox, an Auto-send control under Appointment Automations, and a Status. A row can also be scoped to particular services, so a surgical consent only goes out with surgical bookings.

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Set it up

1

Create the templates first

This tab selects from what already exists. An active template has to exist before it can be a default — if a category is empty, build the document first and select Refresh.
2

Select the documents you always send

Tick each template that belongs on a routine appointment. The header count updates as you go, and the summary bar reads “{n} documents selected as defaults”.
3

Turn on Auto-send where it should be automatic

Selecting a document makes it a default; Auto-send is what actually delivers it at appointment time. A default without auto-send is available to attach, but nobody is sent it.
4

Scope anything that is not universal

Where a form only applies to certain visits, limit it to those services rather than sending it to everyone. Patients ignore a bundle; they read one relevant form.
5

Save

Select Save Defaults. It confirms with “{n} default documents saved successfully.”

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What changes once you save

  • Every new appointment picks up the selected templates. Anything with Auto-send on is attached and delivered as the appointment is created — no one has to remember.
  • A service-scoped document only goes out with those services, so the patient receives what applies to them and nothing else.
  • Appointments already in the diary are unaffected. The selection applies from now on; anything already booked keeps whatever it was created with.
  • The patient gets a link to sign. If the patient portal is live and they have access, the document is also readable and signable inside the portal.
  • A signed document lands in the patient’s record and is visible to clinical staff without anyone filing it.
  • Order matters. The order you tick them in is the order they are sent, so put the form you most need signed first.
Removing a document from the list stops it going out on future appointments. It does not withdraw anything already sent, and it does not remove anything already signed. Turning an underlying template inactive removes it from this list too — which is the tidier way to retire a form than unpicking it here.

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Check it worked

Create a test appointment for a patient you can safely email. The selected documents with Auto-send on should be attached to it, and the patient should receive the request. Open the appointment and confirm the documents are listed against it; then sign one from the patient’s side and check it appears on their record.

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Common issues

There are no active templates of that kind yet. Create one, then select Refresh — this tab only ever lists what already exists.
Only the owner can save the selection. Managers and accountants see the list and the current selection, read-only.
“Upgrade to the Essential plan or higher to include validated scored measures as default documents.” The other three categories work without it.
Selecting makes it a default; Auto-send delivers it. Turn on Auto-send for that row and save again.
It is selected with no service scope, so it goes on every appointment. Scope it to the services it belongs to.
The selection applies to appointments created after you saved. Attach the document to that appointment by hand.