Sharing Documents, Notes and Treatment Plans to the Client Portal

Sharing Documents, Notes and Treatment Plans to the Client Portal

Overview

This article explains how to share documents, clinical notes, and treatment plans with clients through the Client Portal.

Providers can share documents in two ways:

  • Share – Sends a downloadable copy of the document to the client’s portal
  • Share to Sign – Sends the document to the client for electronic signature

At this time, only clinical notes and treatment plans can be shared for signature.

Before You Begin

Before sharing documents, confirm that the client is registered for the Client Portal.

Need help inviting a client? Refer to the How to Activate the Client Portal knowledge base article.

Share a Document

  1. Locate the client chart from the Chart Room or Calendar.
  2. Open the client chart.
  3. Select the Documents tab.


  1. Locate the document, note, or treatment plan you want to share.

Under the Type column, you may see items such as:

  • Document (for superbills and inovices)
  • Treatment Plan (for general and chemical dependency treatment plans) 
  • << note names >> (such as Progress Note, Complete Evaluation, and so forth)


Check the Share Status column:

  • Not Shared – The client cannot access the document
  • Shared / Shared and Signed - status indicators confirm the document is available in the portal


  1. Select the three-dot menu next to the document.
  2. Select Share.
The document is immediately available in the client’s portal for download.



    Share a Document for Signature

    To request an electronic signature:

    1. Select the three-dot menu next to the eligible clinical note or treatment plan.
    2. Select Share to Sign.


    A confirmation notification appears indicating the document was successfully shared for signature.



    What the Client Experiences

    After a document is shared for signature:

    Email Notification

    The client receives an email notification that a new portal message is available.



    The client selects the link in the email and signs in to the Client Portal.

    Accessing the Document

    After signing in, the client is directed to their inbox where they will see a record request message.

    The client can:

    • Select the document link directly from the message, or
    • Navigate to My Documents

    Screenshot for selecting the document link directly from the message:



    Screenshot for viewing the document in My Documents:



    Reviewing and Signing

    In My Documents, documents that require your signature display the Pending Review tag.



    To sign:

    1. Select the document.
    2. Review the content.
    3. Select Add Signature.

    1. Sign using a mouse or pointing device.
    2. If you want to redraw the signature, select Clear.
    3. Once done, select Sign Document.


    A confirmation message appears after signing the document.



    After Signing

    Once signed, the document is marked with a Signed tag. Clients can click the Download icon to save the document to their device’s Downloads folder.



    Viewing the Signed Document in ICANotes+

    After the client signs, the signed document automatically updates in the client chart.

    The signed version is available from:

    • The Chart Face
    • The Documents tab





    FAQs

    Which document types can be shared for signature?
    Clinical notes and treatment plans can be shared for electronic signature.

    What happens if I select Share instead of Share to Sign?
    The client receives access to download the document, but no signature request is sent.

    Does the signed document update automatically in ICANotes+?
    Yes. Once the client signs, the updated signed document appears automatically in the client chart.

    Need Help?

    For further assistance, contact:
    📞 Phone: 443-203-5857
    📱 Text: 866-301-0085
    📧 Email: ticket@icanotes.com
    💬 Chat: https://app.icanotes.com

    Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.


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