Sending Documents to Patients Praxis Desk

With document transfer, you send patients documents not as an email attachment, but as a secure, optionally password-protected download link.

Benötigte Lizenz

Document transfer is part of the Praxis and Desk licenses, or can be added as the Document transfer add-on.

Requirements

• The Document transfer module is active (included in your license or added as an add-on). Without the module, all buttons and options described below are missing.
• Übermitteln permission for sending from the patient record, invoice output, and forms.
• Termin: Anzeigen permission for sending the appointment summary.
• A valid email address on file for the patient or customer.

How to do it

Sending documents from the patient record

1. Open the patient record and click the action menu (three dots) in the top right.
2. Select Send documents by email.
3. In the Select entries step, choose the documents you want from the document history.
4. Review the selection in the Prepare entries step.
5. Fill in the email details in the Email settings step (see below).
6. Click Send.

If no documents are available, the record shows No entries available. After sending, you see the message "[Document type] was sent successfully." or "... were sent successfully." for multiple documents.

Document types you can send include medical letter, patient letter, findings, note, receipt, referral, sports exemption certificate, doctor's visit confirmation, and parent-child passport.

Sending the appointment summary

1. Open the patient record and select Appointment summary from the action menu.
2. In the full-screen Appointment summary window, switch to the Send by email tab.
3. Choose the details you want in the email form on the left and check the preview on the right.
4. Click Send by email at the bottom.

Without the module active, the Appointment summary window only shows the Overview tab with the Open, Download, and Print buttons. After sending, you see the message "The appointment summary was sent successfully."

Sending an invoice, receipt, or fee note

1. Open the output view of an invoice, receipt, or fee note.
2. Select Send via document transfer from the output options.
3. Click the Send via document transfer button.
4. The Send by email window opens directly in the Email settings step, pre-filled with the relevant document.
5. Fill in the email details and click Send.

After sending, Offisy marks the document as printed and logs the email in the invoice history.

Sending a form

1. Open the Forms tab in the patient record.
2. Click the action menu for a completed form.
3. Select Send by email.

This action only appears if the form is completed or expired and a finished document exists.

Email settings

In the Email settings step or tab, you have the following options:

• Recipient email address, pre-filled from the address on file. If the address is invalid, Offisy shows "The email address is not valid."
• File name field for the name of the delivered file.
• Send password-protected toggle. When enabled, the Password field appears. Without a password, Offisy shows the warning "Not password-protected".
• Message settings selector with a Manage button, if multiple templates are available.
• Email body with placeholders such as {ANREDE}, {DATEINAME}, {UNTERNEHMEN}, {PATIENTENNAME}, {DATUM}, {GUELTIGKEIT}, {SVN}, {VORNAME}, {NACHNAME}, and {PASSWORTGESCHUETZT}.

The email body must contain either {BUTTON} or {LINK}, otherwise sending fails.

Password and validity

If a default password is configured in your settings, Offisy fills in the Password field automatically using:

• the social security number (without special characters)
• the date of birth as DDMMYYYY or as YYYYMMDD
• a custom password you define

Without a default password, Offisy uses the patient's social security number. If the password doesn't match a valid social security number, Offisy shows "Social security number is not valid."

The download link expires after the configured duration. The expiry date appears in the email body via the {GUELTIGKEIT} placeholder.

Note: You set the subject, default email text, default file name, default password mode, and validity duration centrally in the settings under Email templates, tab Document transfer.