[Navigation] Messages > Compose > Patient Portal Messages
[Accordion] Overview
Staff members can securely send documents to patients using the Patient Portal Messaging option within the Messaging Module. This feature allows sensitive materials, such as clinical reports, consent forms, and care instructions, to be shared safely and in compliance with documentation standards.
All messages and attachments are delivered directly to the patient’s portal account, maintaining confidentiality while providing a clear and traceable record of when information was sent and received.
[Tip] If you see different labels than what is shown in this article (e.g., Patient vs Client), your system may have Custom Labels applied. You can verify and update these by locating "Custom Labels" in the Global Search.
[Accordion] Getting Started
Staff can securely send documents to patients through the Patient Portal Messaging feature, ensuring confidential delivery and a traceable record of communication.
- Click/Tap [[lbl:Compose >> lbl:| >> img:more_vert]] and select the [[img:clinical_notes >> lbl:Patient Portal Message >> bg:white]] to compose a secure message and share documents with patients through the Patient Portal.
Selecting the Recipients
Select the patient(s) or authorized representative(s) who should receive the message
[[img:add >> lbl:Add Recipient(s)]] Click/tap to add recipients to the message. You can select individual patients or send messages in bulk based on patient status.
- [[img:add >> lbl:Add User >> bg:white]] Click or tap to select the specific Portal User(s) who should receive the message
- [[img:settings >> lbl:Portal Users - Active Patients >> bg:white]] Click/Tap to add Portal Users linked to all active patients, allowing you to message patients/auth reps who are currently receiving services
- [[img:settings >> lbl:Portal Users - Discharged Patients >> bg:white]] Click/Tap to add Portal Users linked to discharged patients, often used for follow-ups, record sharing, or re-engagement
- [[img:settings >> lbl:All Portal Users >> bg:white]] Click/Tap to add all active Portal Users, regardless of patient status, for system-wide messages such as holiday greetings or announcements about new clinic services
[Permissions] The staff member must have the Send Bulk Portal Message permission to see all of the available options [Staff > Staff Info > System Permissions > General > Send Bulk Portal Message]
Attaching a Document to the Message
[[img:add >> lbl:Add New Attachment]] Click/ tap to upload document(s) to include with your message. Browse your system to select files, then review the attachments in the list before sending.
Staff Bcc: You can add staff member(s) to the Staff Bcc field for internal tracking. Their names will not be visible to the portal users receiving the message.
Message: Enter the message you want to send to the selected recipient(s)
[Accordion] FAQs
[Q] Can I attach more than one file to a Patient Portal Message?
[A] Yes. You can upload multiple files using the Add New Attachment option before sending the message. Uploaded documents are displayed in the attachments list, allowing you to review them before sending.
[Q] What is the maximum size limit for an attachment?
[A] The maximum allowable file attachment size is 4 MB.
[Q] Are documents sent through the portal secure?
[A] Yes, all messages and attachments are shared securely through the Patient Portal and are compliant and traceable.
[Q] Will patients receive these messages in their email?
[A] Patients receive an email notification that they have a new message, but will have to log in to their Patient Portal in order to access the message and any attachments.
[Q] Can patients see internal staff recipients?
[A] No, staff added in Staff Bcc are hidden from portal users and are only for internal tracking.
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