The review and sharing tools are turned off by default. A clinic admin turns them on under Settings → General → Documents by enabling Document review & sign-off. When it is off, staff see only the document preview, and the Documents section does not appear in the patient portal.
Open and review a document
Open a patient’s chart, go to the Forms & Documents tab, and click a document to open it. The document preview fills the window so it is easy to read. Below the preview you’ll find the review tools (when document sign-off is turned on). Reviewing requires the Sign off documents permission, which an admin grants to a role under Settings → Roles. Staff without it can still open and read documents, but the review buttons are hidden.Add a note
Type an internal note or addendum in the box below the preview and click Save note. This note is for staff only — the patient never sees it.Sign off
Click Sign off to record that you reviewed the document. The document shows a Signed off badge with your name and the date. Click the badge anywhere it appears to reopen the document. A document can be signed off once.Request sign-off from someone else
Click Request sign-off to create a task assigned to another provider or team asking them to review the document. When they sign the document off, the task is completed automatically.Share a document to the patient portal
Click Share to portal to make the document visible to the patient in their portal. The patient can then open it under the Documents section of their portal. Click Remove from portal to hide it again — the patient immediately loses access.Send a document by text
Click Send via text to text the document to the patient with a personal message.1
Write a message
A window opens where you write a short message to the patient — for example, “Your lab results are ready, everything looks great.”
2
Send
Click Send. The patient receives a text with your message and a secure link to the document in their portal. Sending also shares the document to the portal automatically, since the patient needs portal access to open the link.
The patient must have a mobile number on file. If they have opted out of text messages, the send is blocked and the document is left unchanged.