Update Medical Records > Documents

Use the Documents option in a medical record to upload documents to the medical record, such as hospital medical notes or parental consent forms:

• Your security profile's record sensitivity for the option is displayed. In this example, the record sensitivity restriction is 'Low' so you can only view entries with a low record sensitivity.
• This option is available in both pupil and staff medical records in the Medical Centre module.

Choose to:

• Add a document.
• Download any document listed. This is useful if you need to view the document.
• Edit a document entry. Amend an entry that has been incorrectly entered.
• Archive a document entry. This is a useful housekeeping tool for outdated entries. Choose to reverse this procedure if you need to.
• Delete a document entry. Remove an entry that has been added in error.
• View an audit log. View a log of changes made to document entries.
• Contact iSAMS if you want to create a report using document entries.

Add a Document

1. Open the Medical Centre module and select the Records tab:
   
2. Search for the record that you want to work with.
3. Select Documents from the right hand menu:
   
4. Click Add Document. The Document window is displayed:
   
5. Click Choose File and select the document that you want to upload.
6. Select a Category for the document or click  to add a new one. The document is listed under this category in the Manage Documents screen and is a useful tool if you have a high number of documents listed.
7. Enter an easy to recognise Name for the document.
8. Enter more detail in the Description field.
9. Set the Record Sensitivity for the entry. This defaults to 'Low'.
10. Click Save & Close. The entry is listed in the Manage Documents screen.

Download a Document

1. Open the Medical Centre module and select the Records tab:
   
2. Search for the record that you want to work with.
3. Select Documents from the right hand menu:
   
   The Manage Documents screen is displayed:
   
4. Use the filters to display the entries that you want to work with:
   
5. Click Download in your selected document.
   The document is downloaded to your computer. A count of downloads is listed in the document entry.

Edit a Document Entry

1. Open the Medical Centre module and select the Records tab:
   
2. Search for the record that you want to work with.
3. Select Documents from the right hand menu:
   
   The Manage Documents screen is displayed:
   
4. Use the filters to display the entries that you want to work with:
   
5. Click  in your selected document. The Document window is displayed:
   
6. Change the Category for the document or click  to add a new one. The document is listed under this category in the Manage Documents screen and is a useful tool if you have a high number of documents listed.
7. Amend the Name for the document.
8. Enter more detail in the Description field.
9. Edit the Record Sensitivity for the entry. This defaults to 'Low'.
10. Click Save & Close. The amended entry is listed in the Manage Documents screen.

Archive a Document Entry

1. Open the Medical Centre module and select the Records tab:
   
2. Search for the record that you want to work with.
3. Select Documents from the right hand menu:
   
   The Manage Documents screen is displayed:
   
4. Use the filters to display the entries that you want to work with:
   
5. Click  in your selected document.
   You are prompted Are you sure you want to archive this record?
6. Select Yes.
   The entry is still displayed but the Archive count in the filters increases. The edit and archive icons are greyed out:
   
   
7. Reinstate an archived entry by clicking  in your selected entry.

Delete a Document Entry

1. Open the Medical Centre module and select the Records tab:
   
2. Search for the record that you want to work with.
3. Select Documents from the right hand menu:
   
   The Manage Documents screen is displayed:
   
4. Use the filters to display the entries that you want to work with:
   
5. Click  in your selected document. The Document window is displayed:
   
6. Click Delete & Close. The entry is removed from the Manage Documents screen. A log is kept in the Audit Log.

View the Audit Log

1. Open the Medical Centre module and select the Records tab:
   
2. Search for the record that you want to work with.
3. Select Documents from the right hand menu:
   
4. Select the Audit Log tab:
   
5. Click on an entry to view more detail:
   
6. Click Close Window to close the popup.