Store and share a document with Client PHI in Ruh Care

Our platform enables you to store private documents, that are specific to an individual client, within a client's record. You can choose whether you'd like to keep a document loaded private for just your internal use or share it with that specific client. Clients are also able to upload and share documents with you securely through the portal.

These documents most commonly include:

Note: This is a separate feature from Ruh's Main Document Library. When you upload a document to a client's chart, by default it is locked and not visible to the client. Read through our "sharing & visibility permissions" section for more clarity.

Navigate to Client > Client Profile > Charting > View Documents

Here you'll see all documents that have been shared with this client. Scroll to the next section to understand the permission icons listed next to each resource and folder.

To upload a new document:

Prior to uploading the document, you have the ability to set the status as "Visible to Client" or "Not Visible To Client." If you wish to upload a document to a client's chart, but not have it accessible or visible to them, please choose the "Not Visible" option.

Additionally, if you are uploading multiple documents, your preference will apply to every item.

You will then have the option to Share Document with this client -- click the actions tab (three dots) next to your uploaded resources and select "Share" from the menu.

If you do this, they will receive an email notifying them that you've shared a Document with them. If you do not share a Document with a client, they will not be able to view your upload, nor will they be notified you have uploaded a private document.

Within actions, you will also see the option to include a document within a client's chart note. If you'd like to include the document as part of a chart note, select "Include in [Client Name's] Chart

There are different icons listed next to each document/folder that will indicate 1) visibility to client and 2) sharing ability.

Note: By default, all documents that are uploaded directly within a client's chart are not visible to the client and are locked. You can change the visibility by clicking the action tab (three dots) and clicking "Make Visible to Client."

Once a document is "locked" this status cannot be saved. If you'd like to share a document with other clients, please do so by going to your Documents Library and uploading the resource there.

Clients can upload and share documents to share with you, that are not able to be shared with anyone else.

When a client uploads a document to their record, you will receive an email notification that this has occurred, and you will be able to view it within their Client Record.

Within the overview of Client Documents, you will see an option to Send a Fax of a private document. Clicking on this will initiate the Send a Fax process.

Documents are organized in two different ways in Ruh Care: 1) General documents in your Documents Library 2) Documents within your client's profile.

Within your client's profile (Clients > Select Client > Documents), practitioners are able to:

Click the "Actions Tab" (three dots) next to a document within your client's profile will review actions you can take, such as "Include Document in Client's Chart"

This action will allow you to automatically upload a document as a note within your client's chart. This will make it quickly accessible while charting -- and facilitate a more comprehensive charting review.