How to share records

The Share Record feature can be used to send reports/letters via SMS or fax. Recipients can open the report in a web browser - no additional software required.

What you can share

The Share Record screen offers two types of content:

• Report/Letter - the clinical record, letter or stored document is converted to a PDF and the recipient receives a secure link to view it in their web browser.
• DICOM Study - an imaging study attached to the record is shared as a secure viewing link. This option only appears when the record contains an imaging study.

In both cases the recipient receives a link by SMS/Fax, not the file itself.

Share a report or letter

1. From the Clinical Records tab, right-click on the record from the folders on the left-hand side.
2. Select the Share Record option.

3. In the Share Record screen, choose Report/Letter in the top left.
4. Select how the link to the study should be sent in the top right.
5. Select the recipients.
   • Recipients such as the patient, referring doctor/s, or GP can be selected from the Interested Parties.
   • The Quick Search button can be used to select external providers that may not be listed as an Interested Party.
   • A mobile number or fax number can be manually entered. These entries should be comma-separated, or listed on a new line.
6. At the bottom of the screen, review the selected recipients and the selected method for sending the study.
7. Select the Share button in the bottom right to send the study.
8. The nominated recipients will receive a message that contains a link to view the study in a web browser.
   • Links will expire 14 days after creation.

Sharing an imaging (DICOM) study

If the record contains an imaging study, a DICOM Study option is available in the Share Record screen alongside Report/Letter. The steps are the same: choose DICOM Study, pick SMS or fax, select the recipients and select Share.

A few things work differently for imaging:

• The study is first uploaded to HealthTrack's secure cloud. The link is only sent to the recipients once the upload is ready, which is handled by a background process and can take several minutes for a large study. There is no need to resend if the message does not arrive straight away.
• The recipient views the study in their web browser. The study is not delivered into the recipient's own imaging (PACS) system.
• The study link is available for 14 days from the date it was sent.

If a record will not share

• The record is marked as not for distribution. A record with the 'Not For Distribution' checkbox ticked is blocked from all outbound sending, including Share Record. If a record needs to go out, check that this is not ticked.
• The Share Record option is missing. Either the feature has not been activated for your practice (contact HealthTrack Support) or your user account does not have the required permission (contact your HealthTrack administrator).
• The DICOM Study option is missing. The record does not contain an imaging study.

ConfigureMessage templates

A default message template is sent to recipients along with the report. System Templates can be edited in Admin > Notifications & Messages > Notification Manager.