Secure Document Sharing

Secure Document Sharing allows you to send any documents in your IntakeQ account to a client or a third party. You can share a treatment plan with a client, send a signed consent form to an insurance company, share treatment notes with a specialist, and so on.

How It Works

To make document sharing safe, we use 2 authentication channels. a secret URL sent via email and a access code sent to the recipient's phone. This prevents man-in-the-middle attacks and breaches caused by a compromised email account. Additionally, the shared document has a mandatory expiry date (up to 14 days), and can be revoked at anytime.

How to Share a Document

You will find a "Share" option on three kinds of documents: completed intakes, signed consent forms and client notes.

Let's look at how to share an intake form with a third party.

  1. Open the document you want to share and click on the "Share" button.

  2. Select the type of recipient who will be receiving the document.

  3. Choose how you want to share the document.
    ● Email + Phone Authentication – When the recipient clicks on the link to open the document, an access code will be sent to their phone (via SMS or voice)
    ● Email + Secret Passcode – You will set a secret passcode and share it with the recipient through other means.

  4. Enter the recipient's contact information, along with their phone number or secret passcode. If you have sent a document to this recipient before, just start typing their name and IntakeQ will populate the fields for you.

  5. Make sure that the email (and if applicable) the phone number are correct, as it is needed to authenticate the recipient.
  6. Click on "Send Document". If you chose the Secret Passcode method, be sure to share that with the 3rd party by other means.

Customizing the Shared Document Email

The email containing the secret URL can be customized in case you want to add your own instructions. The following article explains how to edit the default email template: How to Change the Shared Document Email Template

We recommend sending a document to yourself to see how the whole process looks from the recipient's perspective.

Revoke Access to a Shared Document

To revoke access to a shared document so the client can no longer access it, load up their profile and navigate to the "Shared" tab. Here you can see files that have been shared with the client, their status, and can revoke any by clicking that option on the right when available.

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