Giving a patient a copy of their record

A patient can ask for a copy of their record at any time. Daobook keeps the request, its due date and every copy you make in one place on the client's profile, and builds the whole record as one zip: a readable PDF, the notes, each invoice, intake form and letter, and their files.

Step 1: Find Copies

Open the client's profile and click Legal & Compliance in its side menu. Under Their record, the first part, Copies, lists the requests received and the copies sent or downloaded.

The Copies part on a client's Legal & Compliance, with its two buttons, an open request's amber line and the copies below it

Step 2: Log the request

Click Log a request for a copy beside Copies. The day it was received is today, the due day is 15 business days on (change it if your rules differ), and the line underneath is for how they asked and for what. Click Log request.

The Log a request window: received on, due by, and a note

While the request is open, an amber line under Copies says when it is due, the client's Details rail shows it, and the Hub lists it once it is due within a week.

Step 3: Make the copy

Click Download or send their record. Every part is ticked under What to include; untick what the patient didn't ask for. Under Where it goes, choose one:

Download it now, to this computer.
Send a secure link, to the patient's email. The link lasts 7 days and asks for their date of birth before it opens.
Send it to someone else, on the patient's signed direction, which you upload here.

The form for a copy of the record: what to include, and the three ways it can go

Click the green button. A download is offered on the next page once the copy is prepared; a link goes out by email, and the request is marked done.

Step 4: What the patient gets

The email's link opens a page in your clinic's name that asks for their date of birth, then offers the zip. You'll see under Copies when it was opened.

The patient's page from the secure link, asking for their date of birth

Tips:

Making a copy needs access to the client's notes; anyone at the desk can log the request.
Every copy, download and the patient's own download is in the client's Who Opened This Record.
At a clinic in California, visits kept apart are left out unless you tick Visits kept apart, offered only to someone who may open them, from California.