Patient media and documents

Use the Media section in a patient chart to keep chart files such as imaging, labs and referrals with the patient record. In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. The Media section also appears inside a visit. Patient-level media can be organized into folders. Visit media is a flat list for that visit.

How do I upload files to patient media?

In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. Upload here when a file belongs in the patient's chart rather than only in a visit. If you are already inside a folder, uploaded files go to that folder.

1. Select Upload.
2. Choose one or more files, drag files into the media window, or use Take photo on a touch device.
3. Review the file names. These names are shown in the chart; the original file is kept as uploaded.
4. Select Add files if you need to add more files to the same upload batch.
5. Select Upload or Upload files.

The upload dock shows progress for each file and lets you cancel or retry a file. Files over 500 MB are not uploaded.

If you drag files onto a folder card, the files are filed in that folder. If the folder is shared with the patient, the upload review warns you that the files will be visible on the patient portal as soon as they upload. On touch devices, camera captures follow the same upload review flow.

How do I add media to a visit?

In the left sidebar, click Visits, then click the visit and open Media in the visit. Use the visit's Media section when a file belongs to that visit. Visit media uses the same upload flow, but the destination is This visit and folders are not shown.

1. Select Upload.
2. Choose or drop the files, or use Take photo on a touch device.
3. Review the names shown in the chart.
4. Select Upload or Upload files.

The files appear in that visit's Media section. On touch devices, camera captures follow the same upload review flow.

How do I preview or download a patient media file?

In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. Preview files here before downloading them. Images, videos and PDFs can open inline. Other document types show No preview for this file type and can still be downloaded.

1. Select a file in the strip, or open the file's actions menu and select Preview.
2. Use the previous and next arrows when they are available.
3. Select Download original to save the original file.
4. Close the preview when finished.

The preview panel shows the file title, type, added date, size and duration when those details are available. A file that is visible on the patient portal shows a Shared badge. An archived file shows an Archived badge.

How do I organize patient media into folders?

In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. Create folders here to keep patient-level files grouped. Folders can contain files and other folders.

1. Select New folder.
2. Enter a Folder name.
3. Select Create.

The folder is created in the current location. Folder names can be up to 120 characters and cannot contain “/”.

To open a folder, select its folder card or row. Use All media in the breadcrumb or folder rail to return to the top level.

How do I rename, move, archive or delete patient media?

In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. Use the actions menu here when a file or folder needs to be cleaned up or shared with the patient.

1. Open the actions menu for a file or folder.
2. Select Rename to change the title or folder name, then select Rename.
3. Select Move to…, open the destination folder if needed, then select Move to All media or Move to the folder name.
4. Select Share with patient to show the file or folder on the patient portal.
5. Select Stop sharing when you no longer want the file or folder shared from that item.
6. Select Archive to archive a live file.
7. Turn on Show archived, open an archived file's actions menu, then select Restore or Delete permanently.

Renaming a file changes the title shown in the chart, not the stored file name. Archiving a file hides it until Show archived is turned on. The archive toast tells you the file was archived and to turn on Show archived to find it. Deleting a folder deletes the folder, everything beneath it and the stored files.

Sharing a folder makes everything in it visible on the patient portal, including its subfolders and anything added later. Ona asks you to confirm before sharing a folder. Items visible to the patient show a Shared badge. Archived files are hidden from the patient portal and do not show sharing actions until they are restored.

You can also drag files or folders onto a folder, onto All media, or onto a breadcrumb to move them. A folder cannot be moved inside itself.

How do I work with several files at once?

In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. Select multiple files here when you need to move, share, download or archive them as a group.

1. Select the checkbox on each file you want to include.
2. In the selection bar, choose Move, Download, Share, Stop sharing or Archive.
3. Clear the selection if you want to start over.

The selection clears when you navigate to another folder. Stop sharing appears when every selected file is shared directly; otherwise the selection bar shows Share. Permanent deletion is available one file at a time after a file is archived.

How do I find files in patient media?

In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. Use search and filters here when a chart has many files, when you need to see what is shared with the patient, or when you need to find archived files.

1. Use search to find files by title.
2. Select Shared to show Everything shared on the patient portal.
3. Turn on Show archived to include archived files.
4. Use All types to filter by media kind.
5. Open the sort menu and choose an order.
6. Switch between grid view and list view.

Search spans all patient media, not only the folder you are viewing. The Shared filter also spans the whole chart. While searching or viewing shared media, folders step out of the view. Archived files are mixed into the view and show an Archived badge when Show archived is on. Select Clear search and filters if nothing matches. If nothing is shared yet, select Show all media to return to the full media view.

What can't I do here?

In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. In patient media, actions are limited in these ways:

• Visit media does not show folders. Folders belong to the patient's chart-level media.
• Files larger than 500 MB cannot be uploaded.
• Folder names cannot be blank, cannot be over 120 characters and cannot contain “/”.
• A folder cannot be moved inside itself.
• When renaming, file titles cannot be blank.
• Archived files cannot be renamed, moved, dragged or shared until they are restored.
• A live file cannot be deleted permanently. Archive it first, then turn on Show archived and select Delete permanently.
• Permanent deletion is available one file at a time, not from the multi-select bar.
• Documents other than PDFs do not preview inline. Use Download original instead.
• If an item is visible only because it is inside a shared folder, you cannot stop sharing it from that item's menu. Stop sharing the folder instead.

Common questions

Can I upload more than one file at a time?

Yes. In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. Choose multiple files, drop multiple files into the media window, or use Take photo on a touch device. The upload dock tracks each file separately, and camera captures go through the same review flow.

What is the difference between the file name and the title?

The title is the name shown in the chart. The stored file name is kept separately and is used when you select Download original.

Can I organize visit media into folders?

No. In the left sidebar, click Visits, then click the visit and open Media in the visit. A visit's Media section shows a flat list. Use patient-level Media when you need folders.

What happens when I share a folder with the patient?

In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. Everything in the folder is visible on the patient portal, including subfolders and anything added to the folder later. You can use Stop sharing on the folder at any time.

Why can't I stop sharing a file from its menu?

In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. If the menu says the file is shared through a folder, the folder is what makes it visible. Open that folder's actions menu and select Stop sharing.

Why don't I see folders while searching?

In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. Search looks across all patient media, so the folder view is hidden while search is active. Clear the search to return to the folder you were viewing.

Can I recover deleted media?

In the left sidebar, click Patients, then click the patient's name and open Media in the patient chart. You can restore an archived file by turning on Show archived, opening the file's actions menu and selecting Restore. A file deleted with Delete permanently cannot be restored.