How to share session notes with clients in Practice Better

Here's something that surprises a lot of practitioners: session notes in Practice Better are never shared with clients automatically.

That's a deliberate design choice, and a thoughtful one. Notes contain clinical information, and Practice Better makes sharing a conscious decision every time rather than something that happens by default. It protects your clients, and it protects you.

It does mean you need a routine, or notes you intended to share will sit unshared. Here's how it works.

How note sharing works

Sharing is manual, done by you or your team, for each note.

You can preselect which sections of a note are visible by default, which saves time. But you still need to enable sharing and save the note each time for it to reach the client.

Set your default visible sections

Before anything else, decide which parts of your notes clients should generally see.

Most practitioners share things like recommendations, next steps and action items, and keep clinical impressions private. Setting those defaults once means sharing each note becomes a quick confirmation rather than a decision about every section.

Duplicating a note onto a new booking

If you're carrying a note forward to a new session, here's the path:

• Open Notes History
• Click More Options (the three dots)
• Choose Duplicate
• Use the Fast Action button and choose Link to booking
• Pick the booking
• Save, then Save Notes

Build a routine so nothing gets missed

Because sharing is intentional, the risk isn't sharing the wrong thing. It's forgetting to share at all. A client who was promised their recommendations and never receives them is one of the most avoidable disappointments in practice.

A few approaches that work:

• Share at the moment you finalize. Make enabling sharing part of saving the note, every time.
• Use a task automation. Practice Better can create a task after a session. A "share notes with client" task keeps it on someone's list.
• Pair it with AI action items. If you use the AI Charting Assistant, the `%SESSION_ACTION_ITEMS%` placeholder gives you a ready-made section that's usually exactly what the client wants to see.

If your team handles sharing

If someone else shares notes on your behalf, make sure their permissions and the default visible sections are set so they're sharing only what you intend. It's worth a quick review together once, so the defaults reflect your judgment rather than theirs.

Want someone to look at your setup?

We do a free Patient Experience Audit. Someone on our team becomes a new patient and goes through your business the way one really does, then our founder Nicole sends you a short video of what we found. About two minutes of your time and no account access needed.