The Records tab on the client's profile is where care ends and records leave the building, with the paperwork done properly.
Discharge a client
From the Records tab or the ⋯ menu on the client's header, choose Discharge client, give a reason, and confirm.
- The active treatment plan is completed and measure schedules are cleared.
- The client leaves the active list (find them under the Discharged pill) and their profile shows a banner with the date and reason.
- Upcoming appointments are counted in the confirmation message and left for you to cancel. Booking is not blocked.
- Reactivate reopens care.
Write a Discharge summary note before or after: it is a note type in the editor with presenting problem, course of treatment, outcome, recommendations, and referrals.
Release of information
- New release. Choose the direction (Release our records to someone or Request records from someone), the recipient (name, organisation, email, fax), the purpose, and the records covered: demographics and contacts, diagnoses, treatment plans, clinical notes, outcome measures, intake and consent forms, discharge summary, billing records (the first four are ticked by default). Set the date range and the expiry (one year by default). Two boxes for psychotherapy notes and substance-use records are off by default. Save; it shows as a Draft.
- Get it signed:
- Send to client: text and email; the portal shows it on Home and under Documents → Releases of information with Review and sign by typed name. The release then reads "Authorized · signed (date) (portal)".
- Release menu → Record signature for a paper or in-person signature.
- Once the first disclosure is recorded under it, the release shows as Used. Revoke with a reason at any time; a signed release cannot be edited, only revoked and replaced. Releases past their expiry are marked Expired by the daily job.
Export the chart
Export chart builds one PDF. Pick a release to scope it: the PDF is limited to that release's contents and dates, and a row is written under Accounting of disclosures with the recipient, the method, who exported it, and when. Export without a release for an internal copy; that is audited but not counted as a disclosure.
Data file (JSON) on the same card is the whole record in a structured file for another practice's system.
Psychotherapy notes never appear in an export, even when the release form's psychotherapy box is ticked; they are stored apart from the chart. Note that the Notes tab's own ⋯ → Export this client's chart (PDF) produces the notes only; the Records tab export is the full chart.
Accounting of disclosures
Every disclosure across every release is listed on the Records tab. Add one by hand for a fax or a mailed copy you sent outside the app, with or without a release. Accounting (PDF) produces the list a client may ask for under HIPAA; the client sees the same list in their portal under Documents → Who your records were shared with.
Who can do this
Records releases and chart exports need an owner, admin, manager, or the treating provider. Every release, export, disclosure, and discharge writes an audit row.