Project collaborators, such as health and safety officers or HR personnel, can be granted secure access to employee medical records and project-related medical data. This access is enabled through a project collaboration feature, allowing for the sharing of medical information within a controlled, password-protected environment. This ensures authorized personnel can efficiently monitor employee health and fitness, access critical reports and metrics like fitness statuses and certificate expirations, and maintain oversight of employee medical compliance. This controlled access ensures the necessary parties can carry out their duties while maintaining the integrity and confidentiality of sensitive medical information.

# Accessing Tealio as a Project Collaborator 

## Create Your Account

Once your clinic (service provider) invites you as a Project Collaborator, you will receive an email from support@tealio.ai. The email will invite you to join the organization. 

![Join Organization](//images.ctfassets.net/l4tkpdi0se49/48rjeQmABMGL84jv726iaj/9f7b17f0b5a66df12fbd3020a33d6d71/Picture1.png)

After clicking on the JOIN ORGANIZATION button, you will be prompted to create a password and log in (If you already have an account, you can type in your username and password). 

 ![Password](//images.ctfassets.net/l4tkpdi0se49/4wYawdTRAB1j9p21IConoT/f90956add1d9495118b16fbe5fb8f473/Picture2.png)

## The Dashboard

After logging in, you will land on the dashboard page. On the top left, you can see your clinic or service provider. The dashboard provides insights across all patients/employees. You can view your metrics regarding activity, fitness statuses and certificate expirations. 

## Projects On Tealio

Every Company, entity or organization is segmented into projects on Tealio. You can easily switch between different projects on Tealio. 
Open the relevant project by clicking Projects on the top right and selecting the relevant project or select the relevant project under Recent Projects. 

 ![Open Projects](//images.ctfassets.net/l4tkpdi0se49/42cc982yQyxHqJcbuvyKlo/1bc7a776efa7ad6019fade2ae9f10ebc/Picture3.png)

You will land on the Project Overview page. 
Here you can view the compliance metrics of the project. 

![Project Overview](//images.ctfassets.net/l4tkpdi0se49/6zInJunkwEDpGHSj2yT2gg/0606e0a09c7275dc66c71a52f358a42d/Picture4.png)

## Screening Page

You can click on Screening in the center of the page. This will show you the which patients/employees have been screened and which patients are pending screening. 

![Screening Page](//images.ctfassets.net/l4tkpdi0se49/2blNpwCG0Wn592Gv6PwYKv/06380607128239ae975ace5f78ed951f/Picture5.png)

## Patient Profile

To view the medical records of a patient, simply click on the patient. If you want to view a complete list of patients, click on Patients on the top left. 

![Select Patients](//images.ctfassets.net/l4tkpdi0se49/GWcW4lpRWpDpkAHhFVyf5/d173dad946957f80a57bc9a8ffdcbd27/Picture6.png)

After clicking on a patient, you will see their patient file. Here you can view their fitness status, personal details, medical records and their documents (certificates). 

![Patient Profile](//images.ctfassets.net/l4tkpdi0se49/1M7DZiPHG2xyJT3SNCmDNK/9d515ed4dc39f81352a54631241feebb/Picture7.png)

You can click on a certificate and download it if required. 

## Reports

Finally, you have access to reporting features. To open reports, return to your dashboard by clicking Back to Organization on the top left. 

![Back to Organization](//images.ctfassets.net/l4tkpdi0se49/4vkzWx7BtNKs1JJn85zEq5/e15b89096235128f5ea054e7a6037eca/Picture8.png)

You can select reports on the left.

 ![Reports](//images.ctfassets.net/l4tkpdi0se49/782hC7m1mQBhu1JALtECxp/bb5e90c9c02863045414f9939a878b03/Picture9.png)

Here you are able to view multiple reports. 

#### Note
The clinic (service provider) controls which health records and documents are share with Project Colaborators.


How to access Tealio as a project collaborator 

This guide provides a straightforward process for inviting a project collaborator with specific viewing permissions, ensuring that sensitive patient information is handled appropriately.  Adding a project collaborator is an efficient and secure way to share medical results with the appropriate person at a company. The person will receive an email with the details to log in, and they will be able to view all medicals, download documents and access reporting features.

1\. Click "Collaborators" on the left of the page

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/4262a946-a537-480b-bf46-699f1500fc81/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=100&width=1120.0)

2\. Click "Add" on the top right

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/200b2b6f-467c-4266-b3b0-70974dd1f5fd/user_cropped_screenshot.webp?tl_px=1011,0&br_px=1541,295&force_format=jpeg&q=100&width=529)

3\. Click "Invite Project Collaborator"

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/6b830749-9df6-4c9c-9fe8-249c0a785375/user_cropped_screenshot.webp?tl_px=0,0&br_px=264,186&force_format=jpeg&q=100&width=1120.0)

4\. Complete the collaborator's details

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/8e102897-d77a-4518-b24c-734ea9394c64/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=100&width=1120.0)

5\. "Project Viewer" will have access to all information of the patients.

\
"Project Viewer (Limited Access)" will have access to limited information of the patients (recommended).

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/e22f5a87-5de8-4bf8-ada0-64ac0a5056bf/user_cropped_screenshot.webp?tl_px=197,135&br_px=1343,775&force_format=jpeg&q=100&width=1120.0)

6\. Click "\[See Permissions\]" to see what the collaborator will be able to access

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/55ca9d76-2cd1-4a56-ac4c-a3ddc5b81e73/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=100&width=1120.0)

7\. Click "Submit"

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/cb5685dd-0a0c-480c-81dd-492c1368cc9a/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=100&width=1120.0)


Invite a project collaborator with viewer role

This guide details the steps for printing and downloading patient files. The guide covers how to download and print an overview of the patient file, details of a health record, documents and a single (combined) PDF of all documents related to a patient.

Alert: **Downloading or printing from Tealio is not recommended due to privacy and data security concerns. Tealio has secure sharing capabilities, so please use extra caution to maintain data security and privacy if you choose to download or print.**

1\. To print an **overview of the patient file**, click the "Share" icon on the top right of the screen

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/2f538348-1b3c-42ea-87a0-1378948d166c/user_cropped_screenshot.webp?tl_px=0,0&br_px=156,102&force_format=jpeg&q=500&width=915)

2\. Click "Preview Access & Print"

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/f110d592-4f86-40ea-b350-f4eb8d1fa190/user_cropped_screenshot.webp?tl_px=952,11&br_px=1526,331&force_format=jpeg&q=500&width=2865)

Alert: Print to PDF or to a printer using the browser printing functionality

3\. To print the **details of a health record,** click on the health record to open it

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/2c2ebec5-0bda-4db6-af46-667dc56812fb/user_cropped_screenshot.webp?tl_px=170,265&br_px=1317,905&force_format=jpeg&q=500&width=5600.0)

4\. Click "View Health Record" on the top right of the screen

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/2a3185e3-e82a-4725-a4c6-fa2983bbf79e/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=500&width=5600.0)

5\. Click the "Share" icon on the top right of the screen

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/8209d46e-0a63-488f-ae86-4791949682a2/user_cropped_screenshot.webp?tl_px=0,0&br_px=303,114&force_format=jpeg&q=500)

6\. Click "Preview Access & Print"

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/9a50eeb5-eca6-45fa-8284-e9395f8bea28/user_cropped_screenshot.webp?tl_px=558,24&br_px=1540,573&force_format=jpeg&q=500&width=4915)

Alert: Print to PDF or to a printer using the browser printing functionality

7\. To **download and print a document,** click on the document to open it

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/f958b193-9ed3-44e3-9455-7e25606d3c2d/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=500&width=5600.0)

8\. Click "Download" at the bottom of the document. Once downloaded, the document can be printed

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/9c247bb4-c39a-4267-8eba-129a323ee965/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=500&width=5600.0)

9\. To create a **single, combined PDF of all documents related to a patient**, click "Export"

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/cfe9525d-35ef-45fa-9cd4-0908dcade62f/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=500&width=5600.0)

10\. Select the documents to be downloaded. Note that the order in which the boxes are ticked will dictate the order in which the documents appear in the combined PDF

![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/c4b72bca-4aa5-4f5f-a075-691f8f497f22/user_cropped_screenshot.webp?tl_px=259,361&br_px=1241,911&force_format=jpeg&q=500&width=4915)

11\. Click "Download"
![](https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/84a3a2dc-4253-44a2-8eb9-39bc0e9bc62c/user_cropped_screenshot.webp?tl_px=260,361&br_px=1243,911&force_format=jpeg&q=100&width=983)


Downloading and printing in Tealio

Tealio facilitates seamless communication of the health assessment outcomes with  employees, employers, or other stakeholders. Select the communication method that works best for you. 

### Share Assessment Outcomes with Employers
If you are looking to share assessment results with employers, safety officers, HR, or other stakeholders, please read how to [Grant Collaborators View Access to Projects](https://help.tealio.ai/articles/how-do-i-add-teammates-and-collaborators). 

### Share Latest Health Assessments with a Patient
Navigate to the desired Patient page, click on "Export":
![export results](//images.ctfassets.net/l4tkpdi0se49/4hjbdWZhYbWudBuRPcMTXJ/005740e433999d96eac0284432204685/export_results.png)

#### 1. Share Latest Health Records by Email
The patient will receive an email with a link to a secure access of his Patient Health Overview page. 

#### 2. Preview Sharing and Print
A preview page will be opened in a new tab. On the right side of the Patient Health you may toggle between the summary view or a detailed view of the record. Press the Printer icon to download and print the selected view of the record.

[View Patient Health Overview  Demo
](https://app.tealio.ai/demo/public/access/1DB0B91B8E56~RDNNMH44QUM2QUI=)

### Share Multiple Records at a Time

#### 1. Share with a Group of Patients
Navigate to the "Patients" tab, click on "Export", and select "Share Latest Health Records by Email". An email will be sent to every patient in the list if a valid email address is provided. The email will include a link to secure access of the "Patient Health Overview". 
![export patients](//images.ctfassets.net/l4tkpdi0se49/6dsmG0f7qKuEtpn5oLhqpI/43ae26e17eefda933cc3fe1dc634f54d/export_patients.png)

#### 2. Share Specific Health Assessments
Share Health Records by email is also available from the Health Records tab, if you wish to share specific medicals instead of the entire patient record. Email will be sent to every patient with a valid email address. 

#### Can I apply filters before sharing health assessments?
Absolutely. Before executing any sharing action, you may apply filters to select the intended recipients or what information will be shared.

### How can I verify emails were received?
Read How to [verify that patient or legal guardian received email](https://help.tealio.ai/articles/how-to-verify-that-patient-or-legal-guardian-received-email).

### Why do I need to sign the health records prior to sharing patient access?
Health records can be updated from time to time either directly by your team members or by indirect operation as modifying the custom referral threshold. These modifications prompts a recalculation of the assessment results. To ensure health records integrity, such changes will not apply once the health record is signed.

For more information read [How to review and sign health records](https://help.tealio.ai/articles/review-and-sign-health-records)


How do I share health assessment results?

### How Tealio protects health records shared by email?

By default, patients or their legal guardians are required to verify their identity before gaining access to shared health records. This additional layer of protection ensures that only authorized individuals can view sensitive medical information, enhancing patient privacy and data security.

### Can I enable or disable the identity verification feature for health record sharing?

Tealio provides the flexibility to customize the identity verification feature based on your organization's security needs. Here's how:

**Access Organization Settings:** 
Navigate to the Organization Settings.

**Locate Health Record Settings:** 
Within the Organization Settings, find the "Health Record" section.

**Modify Identity Verification:** 
Look for the "Require Patient Identity Verification" option. Toggle this setting to either enable or disable identity verification as desired.

**Disabling the Identity Verification Feature:**

By disabling the setting, the identity verification step is skipped when patients or legal guardians access shared health records via email. This option might be preferred for streamlining patient access.


Can I ensure secure access to health records when sharing via email?

After completing the patient's visit, you can easily share their health assessment results via email using Tealio.
[View how to share health records](https://help.tealio.ai/articles/how-can-i-share-health-assessments-for-a-project)

### Verifying Email Delivery

1. Navigate to your project and select the "Patients" tab.
2. Click on the "Filter" button located on the right side.
   ![Patient List Filter Button](//images.ctfassets.net/l4tkpdi0se49/120vDqu3ycOw1dOkax01Mx/a74670690c9581601f64a8c5d1b540da/Screenshot_2023-08-29_at_5.56.18_PM.png)
3. Expand the filter options by clicking "Load more filter options."
   ![Filter Load More Filter](//images.ctfassets.net/l4tkpdi0se49/6PoYg3KCB8SDLNdBFLG4sz/8e1bf3315f43958aa5814938e0247184/Screenshot_2023-08-29_at_5.57.31_PM.png)
4. Choose the "Email Activity" filter.
   ![Email Activity Filter](//images.ctfassets.net/l4tkpdi0se49/1Eg40doHhCGtRaeoFRh8Af/e101f2e34682f5222ac13fac03568a41/Screenshot_2023-08-29_at_5.58.07_PM.png)
5. Select from the following options:
      - "No email activity": No email attempt made.
      - "Email sent and delivered": Email successfully delivered.
      - "Email sent but not delivered": Email delivery failed. Consider verifying the email address and contacting the patient or guardian by phone.
      - "Email sent but pending delivery": Email sent, awaiting delivery (allow a few hours).

### Checking Email Activity for a Patient

1. Click on a specific patient.
2. On the left, under "Project related details," find "Email Activity."
   ![Project Related Details, Email Activity](//images.ctfassets.net/l4tkpdi0se49/1CSCtVRiEND0cKuWqzIkic/596e2b7ae9b7e0859d8dd57a24ebfd8f/Screenshot_2023-08-29_at_6.19.06_PM.png)
3. The status will display:
      - "No Activity": No email attempt made.
      - "Delivered, ...": Email successfully delivered.
      - "Not Delivered, status: processed": Email not delivered or pending delivery.

For further assistance or persistent errors, feel free to reach out to our support team.

*Note: Screenshots are for reference and may vary based on the platform version.*


How to verify that patient or legal guardian received email?

**Reviewing your health record(s)** is an important step to ensure that you have thoroughly reviewed the information and confirmed its accuracy. This helps maintain the integrity of your health data. 

**Signing your health record(s)** provides your patients with a layer of trust, ensuring them that you are aware of the information being shared. In addition, once signed, the health records cannot be modified by your team members or by indirect operation as modifying the custom referral threshold.  

### How do I resolve the "Unable to Share Record(s)" error message?

The error "Unable to Share Record(s)" is displayed when trying to share unsigned health records. For further information please review [How do I digitally sign health records?](https://help.checkitcare.com/articles/how-do-i-digitally-sign-health-records)

### Can I share my health record(s) without reviewing and signing them?

No, you cannot share your health record(s) without completing the review and signing process. This mandatory step is in place to promote accuracy and transparency in sharing health-related information.

### What if I find errors or discrepancies in my health record(s) during the review?

If you discover any errors or discrepancies in your health record(s) during the review, please do not sign or confirm the record. Instead, contact our support team to address the issues and ensure that your health information is accurate.

### I signed a record by mistake. Can I undo my signature?

Once you have signed or confirmed a health record, it may not be possible to undo your signature within the app. However, you can contact our support team for assistance in addressing any unintended signatures.


Why do I need to review and sign my health  record(s) before sharing them?

After completing a health assessment, use Tealio to securely share the results

Sharing Assessment Results