Secure Document Sharing

Secure Document Sharing can be used to share a treatment plan with a client, send a signed consent form to an insurance company, share treatment notes with a specialist, and more.
To make document sharing safe, we use 2 authentication channels - a secret URL sent via email, and an access code sent to the recipient's phone. This prevents man-in-the-middle attacks and breaches caused by a compromised email account.
For additional security, each shared document has a mandatory expiry date (up to 14 days), and can be revoked at anytime.

You will see the Share option on three kinds of documents: completed Intake Forms, signed Consent Forms and Client notes.

In the following example, we are sharing an Intake Form with a third party.

Click Lists → Intakes.
Open the document you want to share and click More → Share.
Select who will receive the document.
Choose how you will share the document.
1. 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).
2. Email + Secret Passcode – You will set a secret passcode and share it with the recipient through other means.
Enter the recipient's Name, Email, Phone Number, Secret Passcode (if using Method 2), and Expiry Date. If you have sent a document to this recipient before, start typing their name and PracticeQ will populate the fields for you.
Make sure that the email the phone number (if applicable) are correct, as they are needed to authenticate the recipient.
Click Send Document. If you chose the Secret Passcode method, make sure to share that with the third party by other means.

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: Customize the Shared Document Email Template.
We recommend that you share a document with yourself to view the process from the recipient's perspective.