Document categories

Open Setup > Patients > Document Categories to see the categories patient documents are filed under. The list is shared by every chart: each patient's documents sit in the same categories. Each row shows how many documents use the category across all charts.

Anyone with access to Setup can see the list. Only people whose role can manage the practice (owners and clinic admins by default) can change it. Staff who can view patient documents see the category names on the chart even without Setup access.

Starter categories#

Every new clinic starts with Referrals and orders, Insurance, Consents, Outside records, School records, Correspondence and Other. They are yours to rename or retire.

Add or edit a category#

Click New Category, enter a Name and click Create Category. Names must be unique, ignoring capital letters. To rename a category, choose Edit in its row; documents already filed under it move with the new name.

Required documents#

Some documents must be on file for every patient in care, such as a diagnostic evaluation, a referral or a medical necessity letter. In the category's dialog:

• Turn on Required for patients in care. Every patient with an episode that is not discharged needs a current document filed in the category. Pick Disciplines to require it only of patients in care in those disciplines.
• Turn on Copies expire when the document runs out, such as an insurance card or a yearly referral. Uploads into the category then ask for Expires on, and Alert days before expiry says how early a copy shows as expiring.

Each chart shows its required documents above the Documents list, and Patients > Required documents lists every missing, expired or expiring one across your patients (see documents).

Retire a category#

Turn off Active to stop offering a category when someone uploads. Documents already filed there stay where they are and keep showing the category.

You can delete a category only while no document has ever been filed under it, including documents that were later deleted. Otherwise, make it inactive.

Export and print#

Use Export CSV or Print on the page to get a copy of the list. See Import and export.