मुख्य कंटेंट तक स्किप करें

Documents vault (patient files)

Use the documents vault to keep outside reports, scans, old prescriptions, consent images and ID proof with the patient record, and use e-consent to record a patient's or guardian's consent.

Who can do this: Receptionists, Practitioners and Branch Managers with patient.documents.read and patient.documents.upload; deletion needs patient.documents.delete. Consent viewing needs consent.read; capture and withdrawal need consent.capture. Where: Patients → patient → Patient files and Consents, or visit workspace Files tab (/app/patients/:patientId/encounters/:encounterId).

Patient details page with patient files and consent panels

Before you start​

  • Enable Documents Vault for the workspace.
  • Use only PDF, JPEG, PNG, WebP or HEIC files up to 15 MB.
  • Large photos (for example from a phone camera) are uploaded together with a small preview copy made in your browser, so they also appear in printed documents such as photo comparisons. If the browser cannot make the copy (some HEIC photos), the original is still saved.
  • Keep a short title and category ready.
  • For consent signature upload, save the signature as an available vault image in category Consent.

Upload a patient file​

  1. Open the patient details page or the visit workspace Files tab.
  2. In Patient files, choose File.
  3. Choose Category: Report, Scan / image, Old prescription, Consent, ID proof or Other.
  4. Enter Title if the filename is not clear.
  5. Tick Restricted (only you can open it) only for files that need extra privacy.
  6. Click Upload. Result: The progress text shows Uploading… pct% and then File added.

Preview, download or delete a file​

  1. Open Patient files.
  2. Click Preview for images or PDFs. Result: The file opens in the page from a short-lived signed URL and the view is access-logged.
  3. Click Download to save a copy. Result: The download is access-logged as export.
  4. To remove a wrong file, click Delete.
  5. Enter a reason. Result: The list says File deleted. The object is retained for medical-record retention.
tip

A restricted file is visible to the uploader and to users with restricted clinical-document access. Others see it like a missing file.

  1. Open the patient details page and find Consents.
  2. Click Record consent.
  3. Choose Consent form and Language.
  4. Set Taken to In person or During teleconsultation.
  5. Choose Signed by: Patient or Parent / guardian.
  6. Enter Full name of signer and, for guardians, Relationship to patient.
  7. Fill Procedure when the selected template requires details.
  8. Add Witness (optional) if someone witnessed the consent.
  9. Tick The signer has read (or was read) the statement above and agrees to it.
  10. If using the signature pad, draw under Sign here. Use Clear if the signer needs to redraw.
  11. Click Save consent. Result: The toast says Consent recorded and the consent shows as Active with Valid until when applicable.
  1. Open Consents.
  2. Click Withdraw on the consent.
  3. Enter the reason.
  4. Confirm the withdrawal. Result: The consent status becomes Withdrawn.
caution

For patients under 18, a parent or guardian must sign. The backend returns GUARDIAN_REQUIRED if Patient is selected for a minor.

Troubleshooting​

Problem / messageWhat it meansWhat to do
Choose a file firstUpload was clicked without a file.Select a file.
Files up to 15 MB only or FILE_TOO_LARGEFile is too large or empty.Compress or choose a file between 1 byte and 15 MB.
Allowed: PDF, JPEG, PNG, WebP, HEIC or MIME_NOT_ALLOWEDFile type is not allowed.Upload a permitted file type.
UPLOAD_NOT_FOUND The file has not been uploaded yetFinalize ran before the browser PUT reached storage.Wait for upload to finish and retry.
UPLOAD_MISMATCH The uploaded file does not match the declared type or size. Upload it again.Stored object size or content type differed from the upload request.Delete the failed item and upload the original file again.
UPLOAD_REJECTED The file was rejected by the malware scanScanner marked the object infected.Do not use the file; ask the patient for a clean copy.
DOCUMENT_NOT_AVAILABLE The document is not availableFile is not in AVAILABLE state.Refresh, or upload again if it stayed pending.
ATTACHMENT_INVALID The attached file is not an available document of this patientConsent signature or attachment is missing, wrong patient, wrong category or unavailable.Upload the signature as an available Consent image for the same patient.
TEMPLATE_VERSION_UNKNOWN Unknown consent template or versionConsent form version is not recognised.Reload the page and choose the template again.
ATTESTATION_REQUIRED The signer must confirm the consent statementThe attestation checkbox is not ticked.Tick the confirmation checkbox before saving.
DETAILS_REQUIRED Describe the procedure this consent coversA procedure-specific consent needs details.Fill Procedure.
GUARDIAN_RELATION_REQUIRED Enter the guardian's relationship to the patientGuardian relation is missing.Fill Relationship to patient.
GUARDIAN_REQUIRED The patient is a minor: a parent or guardian must give consentMinor consent was signed as patient.Choose Parent / guardian and enter relation.
CONSENT_DOCUMENT_INVALID Link a signed clinical document of this patientLinked document is not final/amended or belongs to another patient.Link the correct signed clinical document.
You do not have permission for this action.Missing vault or consent permission.Ask the owner for patient.documents.* or consent.* permission.