You can upload PDFs such as pamphlets, study information or surgery instructions and email them to a patient straight from their record. You'll find this in the Additional patient documents section of the patient record, below Documents.
Patient documents and the clinic library
The section has two lists:
- Patient documents — PDFs uploaded for this patient only.
- Clinic library — PDFs your clinic sends to many patients, such as a standard pre-surgery pamphlet. Library documents are available on every patient's record, so you only need to upload them once.
Each document can be viewed, downloaded or archived. Archiving a clinic library document removes it from the list for future sends.
Uploading a document
- Open the patient record by clicking the patient's name in the patient list.
- Scroll to Additional patient documents and click Upload PDF.
- Under Save document to, choose where the document should be saved:
- This patient only — available from this patient's record only.
- Reusable clinic library — available on every patient's record.
- Enter or edit the Document title. This is the name your team will see in the list.
- Under PDF file, click Choose File and select the document from your computer. It must be a PDF of up to 10 MB.
- Click Upload document.
Uploading a document doesn't email it to the patient. To send it, follow the steps below.
Sending documents to a patient
- In Additional patient documents, tick the documents you want to send. You can choose from both the patient's documents and the clinic library.
- Click Send selected. The button shows how many documents you've selected.
The documents are emailed to the patient's email address on file. You can send up to 5 PDFs, with a total size of 20 MB, in one email.
Customising the email
The email the patient receives can be customised under Consent Forms → Notification Templates, using the Additional patient documents template. There is one template for all document emails, so the same wording is used whatever documents you send. Write it so it suits any document, for example "Please find the following documents attached."
To change it:
- Select Additional patient documents from the template list.
- Turn on Use custom payload.
- Edit the Subject (for example Documents from {clinic_name}) and the Information text.
- Save the template.
The email uses your clinic's header colour, set under Email branding on the same page. Turn Use custom payload off and save to go back to the default wording. See Customising consent emails (notification templates) for more detail.
Send history
Send history lists the documents already sent to the patient, so your team can see what the patient has received.
Make sure the patient's email address is correct before sending. You can check it under Patient details on the patient record.