Document categories
How categories drive where documents appear and who can see them.
Overview
A category is more than metadata — it routes documents to the right tab, applies the right access rules, and may trigger features (e.g., consent forms attach to invoices automatically).
Prerequisites
- Any clinical or front-desk role
- A document already uploaded
Steps
Open Documents. Top nav → Documents (clinic-level), or patient profile Documents tab (patient-level).
Locate the document. Filter by category to find existing files; or scroll through a recent upload.
Click the document. Detail panel opens.
Click "Edit category". Dropdown shows: Consent Form, Patient ID, Insurance / HMO Card, External X-ray, Lab Result, Internal Note, Other.
Pick the right category. Consent Form appears in the patient's Billing tab; External X-ray appears in the Imaging tab; Insurance is shown to billing staff.
Save. The document moves to the appropriate area immediately.
Bulk recategorise. From the Documents listing, multi-select files → Change category.
Custom categories. Owner only: Settings → Documents → Categories to add custom categories. Mostly unnecessary — defaults cover most workflows.
Expected outcome
- The document appears in the right area
- Access rules update if applicable (e.g., Sensitive ID requires elevated permission)
- Audit log entry records the recategorisation
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Document not visible in expected tab | Wrong category | Recategorise |
| Can't change category | Role lacks permission | Some categories require Admin/Owner to change (Insurance, Sensitive) |
| Custom category missing | Tenant doesn't have any custom categories | Owner creates first |
| Old uploads no category | Default to "Other" | Bulk recategorise post-fact |
| Category dropdown short | Tier or feature limitation | All defaults available on every tier |