📂 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: Professional plan only
Overview
Your clinic on the Professional plan gets a shared document storage pool of up to 5 GB across all patients. Each individual file has a 10 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.
Uploading a Document
- Open the patient's profile.
- Click the Documents tab.
- Click Upload Document.
- Fill in the upload form:
| Field | Required? | Notes |
|---|---|---|
| File | ✅ Yes | PDF, JPG, PNG recommended |
| Document Type | ✅ Yes | Lab Report / X-Ray / Prescription / Referral / Other |
| File Name | ✅ Yes | Auto-filled from the file name — you can rename it |
| Notes | No | Brief description (e.g. "HbA1c result — March 2026") |
| Link to Visit | No | Attach to a specific visit for context |
- Click Upload.
The file uploads directly and securely. Once complete, it appears in the Documents list.
⚠️ If your clinic has reached its 5 GB storage limit, the upload will be blocked. Delete older documents to free up space.
Viewing & Downloading a Document
- Go to the patient's Documents tab.
- Find the document in the list.
- Click View to open a signed preview link (valid for 5 minutes).
- 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.
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).
Deleting a Document
- Find the document in the list.
- Click the Delete (trash) icon.
- Confirm the deletion.
Documents are soft-deleted — the record is hidden from all views. Deletions cannot be undone, so delete with care.
Document Types
| Type | Use For |
|---|---|
| Lab Report | Blood tests, urine tests, culture reports |
| X-Ray | Radiological images |
| Prescription | Scanned paper prescriptions, external prescriptions |
| Referral | Letters to or from specialists |
| Other | Anything that doesn't fit the above categories |
Storage Limit
Your clinic has a shared pool of up to 5 GB across all patients. Individual file limits are:
- 10 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.
Tips
- Name documents clearly — e.g.
CBC-Report-Apr2026rather thanscan001.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.