Upload, organize, and manage client files securely.

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Document Types

Store important client documents:

Type	Examples
Authorizations	Service authorization letters, POC
Medical	Diagnoses, medication lists, care plans
Legal	Guardianship papers, consent forms
Assessments	Intake assessments, evaluations
Reports	DSHS reports, progress notes
Other	Photos, certificates, miscellaneous

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Uploading Documents

Step 1: Open Documents

1. Go to Clients → Select client
2. Click Documents tab

Step 2: Upload

1. Click + Upload Document
2. Select file(s) from your computer
3. Fill in details:

Field	Description
Document Name	Descriptive title
Type	Select category
Date	Document date (not upload date)
Notes	Additional context

4. Click Upload

Supported Formats

• Documents: PDF, DOC, DOCX
• Images: JPG, PNG, GIF
• Spreadsheets: XLS, XLSX
• Max size: 25 MB per file

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Organizing Documents

Folders

Create folders to organize documents:

1. Click + New Folder
2. Name the folder (e.g., "2024 Authorizations")
3. Drag documents into folders

Sorting

Sort documents by:

• Date — Most recent first
• Name — Alphabetical
• Type — Grouped by category

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Viewing Documents

Preview

Click any document to preview:

• PDFs open in browser
• Images display inline
• Other files download automatically

Download

1. Hover over document
2. Click Download icon
3. File saves to your computer

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Sharing Documents

With Team Members

Documents are visible to:

• All Admins automatically
• Staff assigned to this client

With Case Managers

Share specific documents:

1. Select document(s)
2. Click Share
3. Choose case manager from list
4. They see it in their portal

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Document Expiration

Track expiring documents (authorizations, certifications):

Setting Expiration

1. Edit document
2. Add Expiration Date
3. Save

Expiration Alerts

System notifies you:

• 30 days before expiration
• 7 days before expiration
• On expiration date

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Deleting Documents

Soft Delete

1. Select document
2. Click Delete
3. Document moves to Trash
4. Recoverable for 30 days

Permanent Delete

1. Go to Trash
2. Select document
3. Click Delete Permanently

Warning: Permanent deletion cannot be undone.

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Security & Compliance

HIPAA Protection

• Documents encrypted at rest
• Access logged for audit
• Only authorized users can view

Audit Trail

Each document tracks:

• Who uploaded it
• When it was viewed
• Download history

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Tips

• Name documents clearly — Include dates (e.g., "Auth Letter 2024-01")
• Upload authorizations immediately — Before scheduling
• Set expirations — Especially for authorizations
• Use folders — Group by year or type

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Troubleshooting

Upload failed

• Check file size (max 25 MB)
• Verify file format is supported
• Try a different browser

Can't find document

• Check all folders
• Use search bar
• Check Trash for deleted items

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Related Articles

• Managing Service Units — Requires authorization docs
• DSHS Reports Overview — Generated documents
• Team Documents & Credentials — Staff documents