What you’re looking at
Clinic Documents — “Manage and send documents for clinic signatures” — has four tabs: Overview, Documents, Analytics and Templates. Across the top sit four counters — Total Documents, Pending, Signed and Viewed — a period filter offering Today, Last 7 Days, This Month and All Time, and a split Send Document button whose caret also offers Create Document and Upload Document. The Documents tab adds a Status filter and a Search documents… box. A practice that has sent nothing sees “No documents found — Send your first document to get started”, and Templates reads “No Templates Yet”.Send one document
1
Make sure a template exists
Everything you send is built from a template. Build one on the Templates tab first — the Create Document Template form asks for a Template Name, a Document Type, the Document Content and whether it Requires Witness.
2
Open the send form
Select Send Document. The page is headed Send Document to Patient.
3
Choose the client
Under Patient Details, use Select Patient (“Search for a patient…”). Somebody with no email address triggers a warning: “This patient does not have an email address. Please update their profile before sending documents.”
4
Choose what to send
Select Template — “Choose a template or create a custom document” — has four sub-tabs: Saved, Intake, Measures and Custom. Then fill in Document Details: Document Title, Document Type, the content, and Internal Notes (Optional), which the client never sees.
5
Send it
Select Send Document. You get a Document Sent! confirmation, the client gets an email with their own link, and the document appears in your Documents list at Pending.
Send an intake pack from the client’s chart
For a new client it is usually faster to send everything at once. Open their chart and select Intakes in the header. The Send intakes sheet walks through three steps — the client, Compose email, then Review & send. Step one groups the library into Consent documents and Clinical outcomes & measures; tick what you want. An empty consent list reads “No consent templates found”, and the measures section needs the Essential plan. Move on with Continue to email, write the Email subject and Email message, then Review & confirm and Send documents. The review step states the deadline plainly: documents stay signable for 30 days, and every interaction is logged.Track what happens next
Each row’s Actions menu offers View Details always, plus two that only appear when they make sense: Resend Document on an expired document, and Cancel Document on one still Pending or Viewed.Documents on the client’s chart
The Files tab of a chart holds two things. Health Records is a vault for files you hold about the person — an empty one reads “Vault is empty”, Select files to upload adds to it, and each file’s menu can download it, move it or Move to Trash. Below that sits the shared-forms list. Until something has been sent it reads “No shared forms”, with Send documents to sign as a second route into the same intake sheet. Clients with portal access can also open and sign from there — see Documents to sign.Who can do this
Role decides whether Documents opens. Permission decides whose documents you may see and whether you may send at all.
Two behaviours surprise people:
- Enforcement is opt-in, per person. A colleague never saved in the permissions sheet is unrestricted; the sheet warns “Saving starts enforcing”.
- A denied action is recorded; an allowed one is not. Hiding Documents from a sidebar is a convenience, not a security boundary.
Check it worked
The document is in the Documents list against the right client at Pending. When they open it the status becomes Viewed, and once they sign it becomes Signed and the signed copy is on their chart’s Files tab. The Overview and Analytics tabs count the same documents over whichever period you have chosen.Common issues
No active document templates found. Please create a template first.
No active document templates found. Please create a template first.
Nothing can be sent without a template. Create one on the Templates tab, make sure it is active, then send again.
This patient does not have an email address
This patient does not have an email address
Documents are delivered by email. Add an address to their chart in Clients and send again.
Send Documents Limit Reached
Send Documents Limit Reached
Sending documents for signature needs the Starter plan or above, and Client Intake Sharing on the intake sheet needs it too. Sharing scored outcome measures needs Essential. See Change your plan.
The document expired before they signed
The document expired before they signed
Use Actions → Resend Document. It is offered only on expired documents and gives the client a fresh 30-day link.
The client says they never got the email
The client says they never got the email
Ask them to check spam first. If it is genuinely missing, confirm the address on their chart, cancel the outstanding document and send a new one. A client with portal access can open it there without the email — see Turn on the client portal.
FAQ
How long does a client have to sign?
How long does a client have to sign?
30 days from sending. After that the document goes Expired and needs resending, which issues a fresh link.
Can I send several documents at once?
Can I send several documents at once?
Yes — use Intakes from the client’s chart and tick everything in one pass. The Send Document button sends one at a time.
Does the client need a portal account?
Does the client need a portal account?
No. The emailed link is enough. A portal account simply gives them a second way in, and somewhere to find it again later.
Can I edit a document after sending it?
Can I edit a document after sending it?
No. Cancel it and send a corrected one — the client’s link dies with the cancellation, so tell them another is coming.
Where does the signed copy live?
Where does the signed copy live?
On the client’s chart, under the Files tab, alongside anything you have uploaded about them yourself.