Document Management
DOCUMENT_MANAGEMENT.md
Document Management
The Documents module stores medical files attached to patients — scan results, referral letters, consent forms, lab printouts, and any other patient-related documents.
Accessing Documents
Go to Documents in the sidebar. The list shows all uploaded documents across all patients, with search and filter controls.
Filtering
| Filter | Description |
|---|---|
| Search | Search by patient name or document title |
| Document Type | Filter by the category of document |
| Date range | Filter by upload date |
Document Types
Documents are categorized for easy retrieval:
| Type | Examples |
|---|---|
| Lab Result | External lab printouts, radiology reports |
| Consent Form | Signed patient consent documents |
| Referral Letter | Letters from or to other providers |
| Medical Certificate | Certificates issued to the patient |
| Prescription | Physical prescription copies |
| ID / Insurance | Patient ID cards, insurance cards |
| Other | Any other medical document |
Uploading a Document
From a Patient Profile (Recommended)
- Open the Patient Profile.
- Click the Documents tab.
- Click Upload Document.
- Fill in the form and attach the file.
From the Documents Page
- Go to Documents → Upload.
- Fill in the document form.
Upload Form Fields
| Field | Description |
|---|---|
| Patient | Required — select the patient this document belongs to |
| Document Type | Category of the document |
| Title | Descriptive name for the file (e.g., "Chest X-ray — Jan 2025") |
| Visit | Link to a clinical visit (optional) |
| Notes | Additional context about the document |
| File | The file to upload (PDF, JPG, PNG, DOCX supported) |
Click Upload to save.
Viewing a Document
- Open the document from the list or from the patient's Documents tab.
- The document detail page shows the title, type, linked patient, and associated visit.
- Click View to open the file in the browser, or Download to save it locally.
Archiving a Document
Documents cannot be permanently deleted to preserve the medical record. To remove a document from active use:
- Open the document.
- Click Archive.
- Confirm.
Archived documents are hidden from the default list but can be found by enabling the Show Archived filter.
File Storage
Documents are stored securely using cloud storage (Cloudinary). Uploaded files are:
- Encrypted in transit and at rest.
- Accessible only to authenticated staff with the appropriate permissions.
- Available for streaming or download directly from the document record.
Tips
- Always link documents to a patient and, when applicable, to a visit. This ensures a complete clinical record and makes retrieval easier.
- Use a consistent naming convention for document titles (e.g., "Test Name — Date") to make the list easy to scan.
- The Documents tab on each patient profile shows only that patient's files, making it the fastest way to find records for a specific patient.