Sending Forms and Documents to a Client

Learn how to share additional forms, documents, and assessments with a client outside of the standard intake process.

Use Share Forms & Documents when you want to send a client something outside of the standard intake process. This is useful for follow-up forms, assessments, updated policies, and one-off documents.

When to use Share Forms & Documents

Use this flow when you want to send:

• an assessment
• a release of information form
• an updated consent form
• office policies
• any other client-shareable questionnaire or document

This flow is different from intake. It does not mean the item is part of your usual intake package.

Open the share flow

1. Open the client record.
2. Go to Client Forms.
3. Click the add button to share new items.

The add button is for sending new forms or documents. It should not be treated as a resend-only action.

Choose what to send

In the share dialog, you can:

• select one or more client-shareable forms
• review the message subject and body
• customize supported forms before sending, if the form allows it

For example, some forms can fill in certain fields during the share flow before the client opens them.

What the client receives

The client receives an email with a secure link to the items you selected.

Depending on your portal settings, supported client messages may be delivered as secure portal message notifications instead of ordinary email message bodies. In that mode, the email stays generic and the client opens PracticeRunner to view the message.

This request can include:

• documents to read
• documents to acknowledge or sign
• questionnaires to complete
• assessments with scaled responses

Sending more items later

You can share more forms and documents later even if the client has already completed earlier requests.

Sending a new request does not automatically bundle every older pending item into the same share. The request includes the items you choose at the time you send it.

Re-sending an item

From the list of sent items on the client record, use the Re-send action on a specific card when you want to send that particular form or document again.

That is the right place to resend something that was already shared, whether it is still pending or has already been completed.

Tips for choosing items to share

• Use clear client-facing titles so the client knows what each item is.
• Only mark items Can Be Shared With Client if they truly belong in the portal.
• Use Include in Intake only for materials you usually want at onboarding.
• Use Assessments for scored questionnaires and rating scales.

Common examples

After intake, you might use this flow to send:

• a PHI release form
• a follow-up feedback form
• a symptom rating scale
• updated office policies
• a specific consent form for telehealth or treatment