How to Complete a 3rd Party Request in Docnote

3rd Party Requests are used when billing is directed entirely to an external organization such as a lawyer or insurance company. The patient does not have access to the request or its status updates, although you may choose to share documents with them.

Workflow: Request is created → Invoice is sent to third party → Third party pays → Document is sent to the third party and/or patient

Steps to complete a 3rd Party Request:

1. Start a new request

Select Requests from the left-hand menu, then select the orange "Request a Service" button.

2. Select the request type

On the Create New Request page, use the first dropdown to select 3rd Party.

3. Add patient information

• If the patient has an active Docnote account, select their name from the second dropdown.
• If the patient does not have an account yet, manually enter their first and last name, date of birth, health card number (optional), email, and mobile phone number. Once the request is submitted, the patient will receive an email prompting them to create an account.

4. Add the third-party recipient

Under the Recipient section, either:

• Select an existing third-party contact from your saved Docnote contacts list, or
• Manually enter the Recipient Name and Email or Fax Number

If a contact has both an email address and fax number saved, use the selection bubbles to choose which method to use when sending the document.

5. Add notes for the patient (optional)

Use the Notes section to include any additional information or context for the patient relating to the request.

6. Upload a document (optional)

Drag and drop a file into the Upload Attachments Here box, or click the box to select a file from your device. This can also be done after the request is created.

💡 Once the request is created, you will be able to choose whether to send the document to the third party, the patient, or both.

7. Select the service

Under Service Details, use the dropdown to select the appropriate service. Services billed to a third party or left undefined will appear here. The price will automatically populate to the right of the selected service.

8. Add service notes (optional)

Use the Service Notes field to add any internal notes related to the request. This information is visible to office staff only and will not be seen by the patient.

9. Apply a discount (optional)

A discount can be applied as a percentage or dollar amount. Select the appropriate button and enter the discount value in the Enter Discount box.

10. Add additional fees (optional)

Select "Add New Fee" to open the fees panel. Use the Fee Type dropdown to select a fee and use the arrows to set the number of units. Additional fees can be added by selecting "Add New Fee" again. Select Save when finished.

11. Review the price breakdown

Once all mandatory fields are completed, a full price breakdown will display including:

• Service
• Additional Fees (shown as $0.00 if none added)
• Subtotal
• Docnote Fee (10%)
• HST (13%) — if applicable
• Discount — if applied
• Annual Plan discount — if applicable
• Total

12. Assign staff and PCP

Use the bottom two dropdowns to assign the staff member responsible for the request and the primary care provider.

13. Submit the request

Select "Submit Request". Docnote will create the request and notify the patient that a request has been created in their name.