How to Complete a Standard Request in Docnote

Standard Requests are the most customizable request type in Docnote. Documents are optional and can be sent to the patient, a third party, or both. Billing can be directed to the patient, a third party, or OHIP, and work can be completed before or after payment is received.

Workflow: Request is created → Patient or third party pays → Work is completed before or after payment → Document is released to patient and/or third party

Steps to complete a Standard 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 Standard Request.

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 a third-party recipient (optional)

If documents need to be sent to a third party, check the Recipient checkbox. You can select an existing contact from the dropdown or manually enter their details.

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

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.

7. Select the service

Under Service Details, use the dropdown to select the appropriate service. 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. Select who the service is billed to

Choose who the service will be billed to. This is usually auto-filled based on the billing setting configured when the service was created, but can be changed here if needed.

⚠️ Note: Services billed to OHIP, WSIB, and Service Canada do not incur Docnote fees.

10. 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.

11. 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.

12. 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 the service is included in the patient's Annual Plan
• Total

13. Assign staff and PCP

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

14. Submit the request

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