Document Collection

Overview

Document Collection allows receptionists to upload and organize patient documents digitally. When a patient arrives with insurance cards, national ID copies, referral letters, or medical reports from other facilities, you can scan or photograph them and upload them to the patient's digital record. Documents are stored securely in the cloud (MinIO/GCS) and linked to the patient for easy retrieval by doctors and staff.

How to Upload Documents

1. Navigate to Documents — From the sidebar, click Documents. Or navigate to a patient's profile and click the “Documents” tab. The documents page is at /documents.
2. Click Upload or Drag-and-Drop — Click the “Upload” button or drag a file directly into the upload area. The system accepts files up to 50 MB in size.
3. Select the File — Choose the document from your computer, phone camera, or connected scanner. Supported formats include:
   • Images: JPG, PNG, WebP
   • Documents: PDF
   • Scans: TIFF
4. Link to Patient — Select the patient this document belongs to using the patient_id field. If you navigated from a patient profile, this is pre-filled.
5. Select Category — Choose the document category:
   • insurance_card — Insurance membership card (front/back)
   • national_id — Copy of National ID card
   • referral — Referral letter from another doctor/clinic
   • lab_result — Laboratory test results
   • imaging — X-rays, MRI, CT scan images
   • prescription — Previous prescriptions
   • consent — Signed consent forms
   • other — Any other document type
6. Add Description (optional) — Enter a brief description (e.g., “Insurance card front - valid until Dec 2026”).
7. Submit Upload — Click upload. The system stores the file, records the original filename, MIME type, and file size in bytes, and assigns an upload timestamp.

Viewing and Managing Documents

1. Filter by Patient — Use the patient_id filter to see all documents for a specific patient.
2. Filter by Category — Use the category dropdown to view only insurance cards, referrals, etc.
3. Download — Click the download icon to retrieve the original file.
4. Delete — Click delete to soft-delete a document (it is hidden but retained in storage for audit purposes).

FAQ

Can documents be linked to a specific visit?

Yes. The upload form includes an optional visit_id field. Link the document to the current visit so the doctor can see it immediately during the consultation.

Who can see uploaded documents?

Documents are accessible by admins and doctors in the same clinic. The document controller requires “admin” or “doctor” role, but receptionists can upload through the upload endpoint.

Can I replace an uploaded document?

There is no replace function. Delete the old document and upload the new version. The original is soft-deleted and retained in storage.

What happens to documents if a patient is merged?

Documents follow the patient record. After a merge, all documents from both records are accessible under the surviving patient profile.