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Inpatient Document Upload
The Inpatient Document Upload feature allows hospital staff to attach documents — such as consent forms, insurance pre-authorisation letters, and referral letters — directly to a patient's inpatient admission record. Uploaded files can be viewed inline, downloaded, and removed at any time during or after the admission.
Use this feature when you need to:
- Attach a signed consent form to a patient's admission record before surgery or a procedure
- Upload an insurance pre-authorisation or TPA approval document
- Store a referral letter from a GP or specialist alongside the admission
- Upload a Guarantee of Payment (GOP) letter from a credit company or insurer
- Keep any other supporting document linked to a specific inpatient stay
- Open the Inpatient Dashboard for the patient (search for the admission and click the patient's record)
- In the Documents panel (right-hand column), click the Documents button
- The Admission Documents page will open, showing all documents already attached to this admission
- On the Admission Documents page, locate the Upload New Document section at the top
- Select the document type from the Document Type dropdown:
- Consent Form — signed consent forms for procedures or treatment
- Insurance Document — insurance cards, pre-auth letters, TPA approvals
- Referral Letter — referral letters from GPs or specialists
- GOP — Guarantee of Payment letters from credit companies or insurers
- Other Document — any document that does not fit the above categories
- In the Comments field, enter any notes about the document (e.g. "Pre-auth for MRI – approved 2026-06-04")
- Click Choose File and select the PDF or image file from your computer
- Accepted formats: PDF, JPEG, JPG, PNG
- Maximum file size: 10 MB
- Click Upload to attach the document to the admission
Note: The document is immediately linked to the current admission. You do not need to save separately. The page will refresh and the new document will appear in the list below.
- In the documents list, find the document you want to view
- Click the View button (eye icon, green) next to the document
- A dialog window opens showing the document directly on screen:
- Images (JPEG, PNG) are displayed as a full-width picture inside the dialog
- PDFs are displayed using the browser's built-in PDF viewer — you can scroll through pages, zoom in, and print from inside the dialog
- Click the X in the top-right corner of the dialog, or press Escape, to close it
Tip: Use the View button for a quick check without downloading the file. Use the Download button when you need to save or print the document outside the system.
- In the documents list, find the document you want to download
- Click the Download button (arrow-down icon, blue) next to the document
- The file will download to your computer
- In the documents list, find the document you want to remove
- Click the Remove button (trash icon, red) next to the document
- A confirmation prompt will appear — click Yes to confirm
- The document is removed from the list
Important: Removing a document cannot be undone from the user interface. If a document was removed in error, contact your system administrator.
Each row in the document list shows:
| Column | Description |
|---|---|
| Type | The document category (Consent Form, Insurance Document, etc.) |
| File Name | The original name of the uploaded file |
| Comments | Any notes entered at the time of upload |
| Uploaded At | Date and time the document was attached |
| Uploaded By | The staff member who uploaded the document |
| Actions | View, Download, and Remove buttons |
- "Document uploaded successfully" — The file has been attached to the admission record
- "Document removed" — The document has been successfully deleted
- "File size exceeds 10 MB limit" — The file is too large. Compress the PDF or scan the image at a lower resolution and try again
- "File type not supported" — Only PDF, JPEG, JPG, and PNG files are accepted. Convert the file to one of these formats before uploading
- "Please select a document type" — You must choose a category from the Document Type dropdown before uploading
- "Please select a file" — You must choose a file using the Choose File button before clicking Upload
- Always select the correct document type so documents are easy to find later
- Add a meaningful comment, especially for insurance documents, to include the approval reference number or date
- Upload consent forms before the procedure begins, not after
- If a document has multiple pages, combine them into a single PDF before uploading rather than uploading separate image files
- Use the View button to verify the document is legible after uploading before closing the page
Access to the document upload page requires the Inpatient Document Upload privilege. If the Documents button is not visible on the inpatient dashboard, contact your system administrator to have this privilege assigned to your role.
Cause: Your user role does not have the Inpatient Document Upload privilege. Solution: Ask your system administrator to assign this privilege to your role.
Cause: Either no file was selected, or the Document Type was not chosen. Solution: Make sure you have selected a Document Type from the dropdown AND clicked Choose File to select a file before clicking Upload.
Cause: The file may have been stored with an unrecognised format, or the browser blocked the inline viewer for PDFs. Solution: Use the Download button instead to save the file and open it locally.
Cause: The page may not have refreshed after upload. Solution: Navigate away and return to the Documents page.