Sending Documents and Forms to a Client

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

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

When to use Share Documents & Forms

Use this flow when you want to send:

an assessment
a release of information form
a Good Faith Estimate for self-pay care
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.

For workshop groups and other non-therapy participants, this is usually the right flow for agreements, reading materials, registration questions, payment authorizations, and other non-clinical materials. Those participants do not need a psychotherapy intake packet by default.

Good Faith Estimates

PracticeRunner includes a Good Faith Estimate document that can be sent to a client through the same share flow. It is intended for clients who will not use insurance claims for the care covered by the estimate, such as self-pay clients.

Do not use a Good Faith Estimate as a replacement for a superbill or insurance claim workflow. If the client will use insurance, receive superbills, or submit out-of-network reimbursement paperwork for this care, use the insurance-facing billing documents that match that workflow instead.

When you choose the Good Faith Estimate, PracticeRunner asks you to preview and save the estimate details before sending. This creates a locked snapshot for the client based on the information available at that time.

Open the share flow

Open the client or case page.
Go to Client Forms.
Click the add button to share new items.

The add button is for sending new documents or forms. 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

Representatives signing forms

When a child or dependent adult has an authorized representative, the practice can send documents and forms to that representative when the relationship has been verified and the access fits the practice's policy.

The representative can complete questionnaires, acknowledge documents, or sign where a representative signature is appropriate. This is useful for parents, guardians, and other legally or administratively authorized representatives who handle paperwork for the client.

For more detail, see Representatives, Billing Contacts, and Approved Helpers.

Sending more items later

You can share more documents and forms 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 or case page, 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 Good Faith Estimate for self-pay care
a follow-up feedback form
a symptom rating scale
updated office policies
a specific consent form for telehealth or treatment