This article describes how to securely share with clients or contacts online forms, electronic agreements, letters, client summaries, and other documents within the specific shared document.
Contents of this article:
Kalix also supports sharing multiple documents as part of the same message using the Share Documents button.
Share Documents through Appointment Messages
Additionally, you can automatically share with clients - online forms, electronic agreements, and other documents as part of the appointment messages (appointment notices and reminders).
How it Works
The recipient (the client or contact) accesses the shared document using a secure web link and access code. The documents can be sent via email, SMS (text message), or text-to-voice.
The link is your client's or contact's temporary login to the online document. The code is the key (or password) used to unlock the document and also provides extra security to prevent breaches.
Note: Kalix does not send the document via email, text-to-voice, or SMS. It only shares the web link and code. The document is viewed and completed within Kalix, in an encrypted HIPAA compliant environment.
Account Set-up For Document Sharing
Before sharing documents, a few set-up tasks are required. These include enabling and setting up Kalix's messaging feature.
In addition, you need to (if not already done so), set up your document templates.
1 - Create a New Document
To send out a single online document, your first need to create a new document (just as you would do to create a new chart note).
Click on the purple search icon on the far left and use the search field to find the client by name. Once the client is selected, click on New Document.
2 - Select the Document Type
The New Document screen will appear. Choose the type of document you wish to share.
When you set-up your Kalix account, you will select the templates you wish to use. Access Kalix's Template Library to copy and customize templates to meet your practice's specific needs. Alternatively, use Kalix's Template Builder to create your own templates from scratch.
3 - Document Set-up
After selecting your template, the Link Records window will appear. Associate the applicable records and click Update.
3 - Enable Allow Sharing
Now in the document, select the checkbox - Share with others (if not already ticked).
Read-only When Shared
Select this to share documents in a read-only format (cannot be modified by the recipient). Useful if sharing doctors' letters with contacts or goal summaries with clients.
4 - Select Share
The next step is to share the document with the client or contact. To do this, click on the Share button, as shown below, followed by Send.
The message editor will appear. You can send the document to the associated client or one of their contacts e.g primary care physician. Check the appropriate radio button to make your choice.
Sharing with a Contact
If sending the document with a contact, place your cursor into the - Search Contact field to make your selection. Kalix will automatically display contacts associated with the client and/or the document. Alternatively, use keywords to search your entire contact list.
5 - Choose the Sending Method
Next, select the method you are using to share the document. Kalix will automatically select the client or contacts default messaging method.
Note: you can choose a method other than the default, as shown below.
You can edit the message (if needed). When you are happy, click - Send.
A Note on Opt-in
If you choose to use opt-in messaging (not supported for fax), clients or contacts must opt-in to Kalix's messaging system before an online document can be received (note you can queue online documents to go out before the opt-in is accepted).
Online Form Submission
The document's link (and hence, the client's or contact's access to the document), is valid for 14 days. The share link can be clicked on, and the document viewed and edited as many times as needed, until the 14 days are up, or the submit button is selected.
If a document is not read-only, you can also get an email notification when it is submitted.
Viewing Shared Documents
You can view shared documents and their status, at any time, even before your client has submitted them. The shared document will be saved to the documents section of the client's cover page.
If you open a shared document, you are able to see when (or if) the recipient has last accessed it.
Removing Document Access
If you wish to remove the client's or contact's access to the form before the 14 days is up, please follow the steps below:
Open the document (saved to the documents section of the client's cover page). Unselect the Share with others checkbox on the top of the page. Click save.