📂 Document Management

Store and retrieve patient documents — lab reports, X-rays, prescriptions, referral letters, and more — directly inside Clinic OS.

Accessible by: Admin, Doctor Plan required: Included with all active Clinic OS subscriptions (Drive storage)

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Overview

Your clinic gets a shared document storage pool of 5 GB per doctor seat across all patients. Each individual file has a 50 MB maximum size, and a maximum of 5 files can be attached per visit. Documents are stored securely and are only accessible via short-lived signed links — they cannot be guessed or accessed directly.

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Uploading a Document

1. Open the patient's profile.
2. Click the Documents tab.
3. Click Upload Document.
4. Fill in the upload form:

1. Click Upload.

The file uploads directly and securely. Once complete, it appears in the Documents list.

⚠️ If your clinic has reached its pooled storage limit, the upload will be blocked. Delete older documents or add doctor seats to expand total storage.

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Viewing & Downloading a Document

1. Go to the patient's Documents tab.
2. Find the document in the list.
3. Click View to open a signed preview link (valid for 5 minutes).
4. Or click Download to save the file to your device.

Signed links expire after 5 minutes for security. If a link has expired, simply click View/Download again to generate a fresh one.

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Filtering by Document Type

Use the Type filter above the documents list to show only a specific category (e.g. Lab Reports only, X-Rays only).

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Deleting a Document

1. Find the document in the list.
2. Click the Delete (trash) icon.
3. Confirm the deletion.

Documents are soft-deleted — the record is hidden from all views. Deletions cannot be undone, so delete with care.

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Document Types

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Storage Limit

Your clinic has a shared pool of 5 GB per doctor seat across all patients. Individual file limits are:

• 50 MB maximum per file
• 5 files maximum per visit

The Documents tab shows how much of the clinic's total storage has been used.

If you're approaching the limit:

• Delete older or duplicate documents.
• Prioritise keeping the most clinically relevant files.
• Add additional doctor seats in Workspace Settings → Subscription to increase your total pooled Drive storage.

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Tips

• Name documents clearly — e.g. CBC-Report-Apr2026 rather than scan001.jpg.
• Attach documents to a visit so they appear in the correct context on the patient Timeline.
• Documents appear on the Patient Timeline tab for a chronological view alongside consultations and vitals.