Visit History
Overview
The Visit History tab is where you can review, create and manage all medical visits recorded for a patient.
This section acts as a chronological timeline of the patient’s clinical encounters, helping you quickly understand what has happened during previous consultations and continue the patient’s care with full context.
Inside this tab, visits are displayed in a structured list ordered by date and time. By selecting a visit, you can immediately access its full details including clinical notes, diagnosis, treatment plan and related documents. This makes it easy to track patient progress, review past medical decisions and update records when new information becomes available.
The Visit History area is designed to support both ongoing patient management and accurate medical documentation. As a provider, you can create new visits, review previous visits and update visit details when needed depending on your access permissions.
Before any visit information can be documented, a visit must first be created. Once a visit exists, you can open it and start entering the clinical information such as the patienشt’s chief complaint, illness description, observations, diagnosis and treatment plan. You can also attach documents related specifically to that visit such as imaging reports or laboratory results.
The system supports two ways to create visits:
- Walk-in Visit for patients who arrive without a scheduled appointment
- Appointment-based Visit created through the appointment scheduling system
Each visit becomes part of the patient’s medical timeline, allowing providers to review the patient journey chronologically and maintain a clear, organized medical record.
Access to visit information depends on permissions.
Users with View permission can review visit details while users with Edit permission can create or modify visits. Permission management is configured through the Share feature. (Access is explained in the Share guide.)
Access
Follow these steps to open the Visit History section for a patient.
Steps
1. Go to EMR from the sidebar or Dashboard shortcut
2. Select a patient from the list and open the patient file
3. Navigate to the Visit History tab
You will now see the Visit History interface which includes:
- Left panel: list of visits for the patient
- Right panel: detailed information of the selected visit
If the patient has no recorded visits yet, the interface will display a message indicating that the visit history is empty along with a + New Visit button to start creating the first visit.
Creating a New Visit
Before clinical information can be entered, a visit record must first be created. The system allows providers to create visits in two different ways depending on the patient’s situation.
Available Visit Types
Walk-in Visit
Used when a patient arrives without a scheduled appointment. The provider manually creates the visit and records the visit reason.
Appointment Visit
Used when the patient already has a scheduled appointment through the appointment system.
Important access rules
- The New Visit button is available only if the patient belongs to the provider or has been shared with Edit access to Visit History
- For shared patients, only Walk-in Visit creation is available
- The Make an Appointment option is available only for patients that belong to the provider
Ways to Create a Visit
There are two locations in the interface where you can start creating a visit.
Option 1 – Create Visit from Center Button
This option appears when the patient has no visit has been selected.
Steps
1. Open the Visit History tab.
2. In the center of the page, click + New Visit.
3. The Walk-in Visit modal opens.
4. Fill in the required visit information.
See the Walk-in Visit Creation section below for detailed field descriptions.
5. Click Continue to create the visit.
This method always opens the Walk-in Visit creation modal.
Option 2 – Create Visit from the Visit List Toolbar
This option is located above the visit list in the left panel.
Steps
1. Open the Visit History tab.
2. At the top of the visit list panel click the + button.
3. A dropdown menu appears.
4. Select one of the following options:
- Walk-in Visit
- Make an Appointment
The behavior depends on the selected option.
Walk-in Visit
Opens the Walk-in Visit modal where the provider enters visit information manually.
Make an Appointment
Opens the Appointment Type selection modal.
From this modal you can choose one of the supported appointment types:
- Patient visit (In-person)
- Patient visit (Online)
- Patient visit (Under Supervision)
Provider Consultant appointment type is not supported when creating a visit from this location.
After selecting the appointment type, continue the appointment creation process following the Make an Appointment guide.
Walk-in Visit Creation
A Walk-in Visit is used when a patient arrives without a prior appointment. This allows the provider to quickly register the encounter and start documenting the visit.
During creation, you specify the visit mode and the reason for the consultation. In some cases the visit can also be linked to a previous visit.
Steps
1. Open the Visit History tab.
2. Click + New Visit or the + button → Walk-in Visit.
3. The Walk-in Visit modal opens.
4. Select the visit type.
Defines how the visit takes place.
Available options
- Online
- In-person
5. Select the reason for the visit.
Specifies why the patient is being seen.
Available options
- New Problem
- Exacerbation of a Previous Problem
- Follow-Up
- Complication Following Treatment
- Submission of Paraclinical Results
- Hydration Check
- Consultation
- Questions
- Undertaking a Therapeutic Procedure
6. If required, select a related previous visit.
Allows linking the current visit to a previous visit.
This field appears only when one of the following reasons is selected
- Exacerbation of a Previous Problem
- Follow-Up
- Complication Following Treatment
Behavior
- The field displays a list of existing visits for the patient
- A visit must be selected from the existing visit history
- The current visit will be associated with the selected visit
7. Click Continue.
- After clicking Continue, the visit is created immediately
- The visit appears in the Visit List in chronological order
- The most recent visit appears at the top of the list
- After the visit is created, the system automatically opens the visit so the provider can enter information in the different visit fields.
- If the documentation is saved or the process is canceled, the visit remains available in the Visit List and can be selected again later for review, editing or further management.
- If Save is selected, a dropdown menu appears with two options:
Save
- Stores the visit with the information entered so far. The visit remains incomplete and can be reopened later to continue documentation.
Save & Complete
- Marks the visit as completed. To use this option, Chief Complaint and Visit Summary must be filled. If these fields are empty the system will not allow the visit to be completed.
If the selected Reason of Visit requires a related visit, the Related Visit field must be filled before continuing.
Visit creation and editing require Edit permission.
Users with View permission only cannot create visits.
You can immediately open the visit and begin entering the clinical details.
Manage Visits
After visits are created, you can review or update them from the Visit History section.
This area allows you to quickly move between visits and maintain accurate visit documentation over time.
Follow these steps to manage existing visit records.
Step 1: Locate the Visit List
Open the Visit History tab.
The visit list appears on the left side of the screen and displays all recorded visits for the selected patient.
Each visit entry includes key information such as:
- Visit date and time
- Visit type
- Reason of visit
Visits are displayed in chronological order, with the most recent visit at the top of the list.
If multiple visits exist on the same day, each visit appears separately with its own timestamp.
Step 2: Open a Visit and Review or Edit Visit Details
Click any visit from the Visit List on the left panel.
The system loads the visit details on the right side of the screen. This area contains the full clinical documentation recorded for that specific encounter.
The visit page allows you to review or edit the patient's condition, clinical findings and treatment plan recorded during that visit. Each section is designed to capture a specific part of the clinical workflow so the provider can document the encounter in a structured way.
To enter new information or modify existing data, click Edit. This activates the fields and allows the provider to add or update the visit documentation.
You can move between visits at any time by selecting another item from the visit list. The right panel will update instantly with the selected visit’s information.
Visit Documentation Sections
The visit detail page is divided into several clinical sections. Each section supports structured documentation and helps maintain consistent medical records.
Chief Complaint *
Use this section to record the main problem or concern that brought the patient to the visit.
Instead of typing the complaint manually, you select it from a predefined list. This helps keep medical terminology consistent across all patient records.
How to add a Chief Complaint
1. Click the +Add.
2. A selection modal opens
3. Choose complaints using one of the available tabs
The modal contains three tabs:
Search
Allows you to search medical terms directly. Enter keywords and select relevant complaints from the results.
If the keyword you are looking for is not available in the list, you can create a new complaint and add it to the Chief Complaint selection. Once created, the new item can be selected and will appear in the Selected tab.
Suggestions
Displays commonly used complaints based on clinical context and system recommendations.
Selected
Shows the complaints you have already chosen for this visit.
You can select up to 15 complaints for a single visit.
After adding items, they appear inside the Chief Complaint field as chips. When you hover over a chip, a cancel icon appears which allows you to remove the complaint before saving.
Important behavior:
- This field becomes required only when using Save & Complete
- If you use Save, this field can remain empty
This allows you to start documenting the visit and complete the details later.
Present Illness
Use this section to describe the patient’s current illness in detail.
This is where you document the clinical story of the patient’s condition.
Typical information entered here may include
- when the symptoms started
- how the symptoms progressed
- associated symptoms
- severity and duration
- possible triggers
- previous treatments or medications
You can write the description manually or use the Write with AI option.
To use Write with AI, the following information must already exist
- Chief Complaint
- Patient Summary in the patient profile
Once these are available, AI can generate a structured description of the present illness based on the available patient context. You can review and edit the generated text before saving.
If you generate the text using Write with AI and later want to return to the previously entered manual text, the Write with AI button changes to Revert.
Click Revert to restore the content that existed before the AI generated text.
The Present Illness field allows a maximum of 6000 characters.
Make sure the description of the patient’s condition remains within this limit when entering or editing the text.
Observation
Use this section to record the clinical observations made during the visit.
These observations are usually based on the provider’s direct evaluation of the patient.
Examples may include
- findings from physical examination
- visible symptoms
- behavioral or physical changes
- clinical impressions during the visit
This section helps document objective findings that support the diagnosis and treatment decisions.
The Observation field allows a maximum of 2000 characters.
Enter the clinical observations clearly and keep the text within this limit when documenting examination findings or provider notes.
Diagnosis
Use this section to record the medical diagnosis related to the visit.
Similar to Chief Complaint, diagnoses are selected from a predefined list to maintain consistent diagnostic terminology.
How to add a Diagnosis
1. Click the +Add.
2. The diagnosis selection modal opens.
3. Search or select diagnoses from the available tabs.
4. Add them to the visit.
The modal includes three tabs.
Search
Search for a diagnosis using medical keywords.
Suggestions
Displays commonly used diagnoses that may match the visit context.
Selected
Shows the diagnoses already added to the visit.
You can assign up to 15 diagnoses to a single visit.
After adding items, they appear inside the diagnoses field as chips. When you hover over a chip, a cancel icon appears which allows you to remove the complaint before saving.
Plan of Treatment
Use this section to document the treatment plan decided for the patient.
This section describes what actions will be taken after the visit.
The plan may include
- medications to prescribe
- diagnostic tests to order
- follow up instructions
- recommended procedures
- lifestyle or care recommendations
This section reflects the provider’s clinical decision and defines the next steps for patient care.
The text entered in this section can contain up to 2000 characters.
Try to summarize the treatment plan clearly and keep the content within this limit when entering or editing the information.
Visit Summary *
Use this section to provide a short summary of the entire visit.
The summary should capture the key outcome of the consultation and make it easy to understand what happened during the visit.
Typical elements in a summary may include
- the main complaint
- important clinical findings
- confirmed diagnosis
- treatment decisions
- follow up plan
You can write the summary manually or use Write with AI.
AI summary generation becomes available when the following sections contain information
- Present Illness
- Observation
- Diagnosis
- Plan of Treatment
When you select Write with AI, the system reviews these sections and generates a structured summary. You can edit the generated text before saving.
If you generate the summary using AI and later want to return to the previous text, the Write with AI button changes to Revert. Selecting Revert restores the content that existed before the AI generated text.
Important notes
- This field becomes required when using Save & Complete
- It is optional when using Save
The Visit Summary field can contain up to 5000 characters.
Make sure the text you enter stays within this limit when writing or editing the summary. Try to keep the summary concise while still covering the key points of the visit such as the main complaint, important findings, diagnosis and treatment plan.
Documents
The Document section inside each visit allows you to upload and manage medical documents related specifically to that visit.
This helps keep visit related information organized and easy to review. Instead of storing all medical files in a single location, each visit can have its own set of documents such as laboratory results, imaging reports or clinical notes.
Organizing documents at the visit level makes it easier to understand the medical context of that specific encounter and ensures that all related information is grouped together.
The features available in this section are similar to those in the main Documents tab at the patient level. The main difference is that documents uploaded here are directly linked to the selected visit.
This allows providers to quickly access files that are relevant to that particular appointment without searching through the entire patient document list.
What You Can Do in This Section
In the Documents section you can perform several actions related to visit specific files.
You can
- upload medical documents related to the visit
- organize documents using document type and category
- view documents using the built in viewers
- edit document information such as title date time type category and description
- download documents when needed
- process documents using AI to extract structured medical information
- annotate documents and medical images
- add comments or highlight areas of interest on images
Annotations allow you to draw shapes mark specific points highlight regions and add notes directly on medical images. This can help providers explain findings or mark important observations.
All uploaded documents remain associated with the visit where they were added. This ensures that visit specific information is stored in a clear and structured format and can be reviewed later when needed.
Next Steps in This Section
The following sections explain how to work with visit documents in more detail.
Uploading Documents
Explains how to upload files and provide document information.
Viewing Documents
Describes how to open and review uploaded files using the built in viewers.
Editing Documents
Learn how to update document information.
How to upload a document
Follow these steps to upload a document inside a visit.
1. Locate the Document Section
Go to Visit History.
Select the visit from the visit list.
In the visit page, locate the Document section.
Click + Add Document.
The document upload form will open so you can upload a file and enter its details.
2. Select and Upload the File
Click Browse File.
Your system file explorer opens.
Find the file on your computer and select it.
After you choose the file, the upload starts automatically.
You can upload common document formats such as
- J PEG
- PNG
Make sure the file size is not too large.
The system accepts files up to 10 MB. If the file is larger than this limit, you will need to reduce the file size or choose a smaller version before uploading.
3. Select the Document Type
Choose the main category that best describes the document you are uploading.
Available options include
• Imaging
• Laboratory
• Clinical Notes
• Prescriptions
• Other Documents
After selecting the file, it will appear in the upload area.
If you uploaded the wrong file or decide not to attach it, you can cancel the upload.
Move your cursor to the top right corner of the uploaded file and click the Cancel button.
This removes the file from the upload area and prevents it from being added to the Document section.
4. Choose Annotation Type
Next decide how you want to fill in the document information.
You can choose between two methods.
AI Annotation
The system reads the uploaded document and tries to automatically extract medical information from it.
This can help you fill fields faster by suggesting structured data based on the document content.
Manual Annotation
You enter all document information yourself by filling in the form fields manually.
Use this option when you want full control over the information being added.
Important note
If the Document Type is Imaging, the AI Annotation option will not be available.
In this case the system automatically switches to Manual Annotation, and you will need to complete the document information fields yourself.
5. Complete the Document Information
After uploading the file, the document form appears.
Now you need to complete the document details so the file can be stored properly in the patient's records.
Fill in the fields step by step.
Title*
Start by entering a title for the document.
The title helps you and other users quickly recognize the document later when reviewing the visit documents.
Try to choose a clear and descriptive name.
Example
Allergy Blood Test Result
Chest CT Scan Report
Consultation Note
Document Type*
Next select the document type.
This tells the system what kind of medical document you are uploading.
Choose the option that best matches the file.
Available options
- Imaging
- Laboratory
- Clinical Notes
- Prescriptions
- Other Documents
Selecting the correct type helps organize documents properly and makes them easier to find later.
Date*
Select the date related to the document.
This usually represents the date when the test, report or medical note was created.
For example
- the date a laboratory test was performed
- the date an imaging report was issued
- the date a clinical note was written
Time*
Use this field to record the time associated with the document.
In most cases this is the time the document is being uploaded into the system.
Adding the time helps keep visit records more precise, especially when several documents are added during the same day.
Description
This field is optional.
Use it if you want to add extra information or notes about the document.
For example you may mention
- what the document contains
- why the document is important for the visit
- any key findings or remarks related to the file
You can leave this field empty if no additional explanation is needed.
6. Save the Document
Click Save to store the document.
After saving
- the document appears immediately in the document list for that visit
- the file becomes available for viewing and management
Document List and Viewing Options
After you upload documents, they appear in the Document section of the visit.
You can review them in different layouts depending on how you prefer to browse the files.
Switch Between Views
At the top right of the document area, you will see two separate buttons for changing how documents are displayed.
Grid Button
Select this button if you want to view documents as cards.
Each document appears as a visual card showing basic information such as the title, date and document type.
This view is useful when you want to quickly scan documents.
List Button
Select this button if you prefer a detailed list view.
Documents appear in rows and show more information such as title, date, type, description and document owner.
You can switch between these two views at any time depending on how you prefer to review the documents.
Manage Uploaded Documents
After a document is uploaded, you can manage it directly from the Document section of the visit.
For every document in the list, you will see a More Actions button (⋮).
This button is available both in Grid view and in List view, so you can access the same options regardless of which layout you are using.
To manage a document
- Locate the document you want to manage
- Find the More Actions (⋮) button on the document card (in Grid view) or on the document row (in List view)
- Click the ⋮ button
A menu will open showing the available actions.
Grid Button
List Button
From this menu you can
- Edit Document → update the document information such as title, type or description
- Delete Document → remove the document if it was uploaded by mistake or is no longer needed
- Download Document → save the original file to your computer
- AI Processing → analyze the document and extract structured medical data
These options allow you to quickly manage documents without leaving the visit page.
Edit Document
Use this option when you need to change or correct the information of a document you previously uploaded.
For example, you may want to fix the title, change the document type or update the description.
Follow these steps.
- Find the document you want to edit in the Document section
- Click the More Actions (⋮) button on the document
- From the menu that opens, select Edit Document
The same form used when uploading the document will open again.
Now you can review the information and update any field if needed.
You can modify items such as
- Title if you want a clearer name for the document
- Document Type if the wrong type was selected
- Date or Time if the document timing needs correction
- Description to add or adjust notes about the file
After making your changes, click Save.
The system updates the document information immediately and the changes will appear in the document list.
Delete Document
Use this option if you want to remove a document from the visit.
For example, you might delete a document if the wrong file was uploaded or if the document is no longer needed.
Follow these steps.
- Find the document you want to remove in the Document section
- Click the More Actions (⋮) button next to that document
- From the menu that opens, select Delete Document
The system will ask you to confirm the deletion to make sure the document is not removed by mistake.
If you confirm
- the document is removed from the visit
- it disappears from both Grid view and List view
Keep in mind that once a document is deleted, it cannot be restored, so make sure the file is not needed before confirming the deletion.
Download Document
Use this option when you want to save a copy of the document on your computer.
This can be helpful if you need to review the file outside the system, share it with someone or keep a local copy.
Follow these steps.
- Find the document in the Document section
- Click the More Actions (⋮) button next to the document
- From the menu that opens, select Download Document
The system will automatically start downloading the file to your computer.
The document will be downloaded in the same format it was uploaded.
For example, if the file was uploaded as a PDF, JPEG or PNG, it will be downloaded in that same format.
AI Processing
Use AI Processing when you want the system to read the document and extract medical data from it automatically.
This feature is especially helpful for documents that contain test results or medical measurements. Instead of entering those values manually, the system can detect them and prepare them for you.
Examples of documents where this is useful include
- laboratory reports
- diagnostic test results
- imaging reports that include measurable findings
Start AI Processing
First locate the document inside the Document section of the visit.
Then follow these steps.
- Find the document you want to process
- Click the More Actions (⋮) button next to that document
- From the menu, select AI Processing
After you select this option, the system begins analyzing the document.
When the analysis finishes, a processing window opens showing the information the system was able to extract from the file.
Review the Extracted Information
Inside the processing window you will see the medical data organized into structured fields.
Each row represents a test or investigation that was detected in the document.
The fields you will see include the following.
Investigation
This shows the name of the test or examination found in the document.
Example
Blood Test
MRI
Result
This shows the value or outcome of the test.
Example
12.5 g/dL
Reference Value
This shows the normal range for that test.
This helps you quickly understand whether the result is within the normal limits.
Example
13 to 17 g/dL
Monitored
Indicates whether this investigation will also be displayed in the Under Monitor Indicators section of the patient's Medical History. When enabled, an indicator card is created for this investigation after the processed data is saved.
Unit
This shows the measurement unit used for the result.
Example
mg/dL
Review and Adjust the Data
The information extracted by AI is fully editable, so you can adjust it if something needs correction.
Inside this window you can
-
edit any field if the value needs correction
-
delete rows that are not relevant
-
add a new row manually using +Add New if something was not detected automatically
Take a moment to review the information and make sure everything looks correct.
Save the Extracted Data
After reviewing the data, click Save.
Once saved, the confirmed information is automatically stored in the patient's Biomarkers section inside Medical History.
This allows the extracted results to become part of the patient’s structured medical record and be used later for tracking trends and clinical analysis.
Viewing Documents
After documents are uploaded to a visit, you can open and review them directly inside the platform using the built in document viewers.
This allows you to quickly access medical files without downloading them to your device. The system automatically detects the file type and opens the appropriate viewer.
To open a document
- Locate the document in the visit Documents list
- Click the document
Grid View
List View
The selected file will open inside a viewer modal where you can review the document and access additional tools.
The type of viewer that opens depends on the document format.
Supported Document Viewers
The platform provides two different viewers depending on the type of file you open.
PDF Document Viewer
PDF files open in the Document Viewer.
This viewer is designed for reviewing multi page documents and written medical reports. It allows you to read the document, navigate between pages and manage document information directly inside the viewer.
This viewer is commonly used for documents such as
- laboratory reports
- diagnostic reports
- referral letters
- consultation summaries
- clinical notes
In addition to viewing the document you can also update document information directly from the viewer when needed.
Image Viewer
Image files open in the Image Viewer.
This viewer is used for medical images and scanned visual documents.
Supported image formats include
- JPEG
- PNG
The Image Viewer allows you to examine images more closely and interact with them using navigation tools. You can also edit document information and add visual markers directly on the image when needed.
This viewer is commonly used for
- medical images
- scanned reports
- diagnostic images
- clinical photographs
What You Will Learn Next
In the following sections you will learn how to work with each viewer in detail.
- how to review documents using the PDF Document Viewer
- how to edit document information inside the PDF viewer
- how to view images using the Image Viewer
- how to use editing tools and work with image annotations/
View PDF Documents
When you open a document from the Document section of a visit, the system displays the file inside the Document Viewer.
This viewer allows you to read the document, zoom in or out, print it, download it and manage its information without leaving the visit page.
To open the viewer simply click on any document card or row in the Document list.
The viewer opens as a modal and shows the document in the center of the screen.
Header Information
At the top of the viewer, a header bar displays key information about the document.
This information comes directly from the data you entered when uploading the file.
You will see the following details.
Title
The name of the document.
Document Type and Category
The type of document selected during upload such as Laboratory or Imaging and its related category.
Date and Time
The date and time associated with the document record.
These values help you quickly confirm that you are reviewing the correct document.
Zoom Controls
In the center of the header, you will see the zoom controls.
These controls allow you to adjust the document size for easier reading.
Available controls include
Zoom Out
Reduces the size of the document.
Zoom Percentage
Displays the current zoom level such as 100 percent.
Zoom In
Increases the size of the document.
Use these controls when you want to focus on small text or view the entire page more comfortably.
Description Panel
The Description button in the viewer header is used to control the display of the document description.
If the uploaded document contains a description, the viewer automatically opens the Description panel when the document is displayed.
This means that as soon as the viewer opens, the right side of the screen shows the description text associated with the document.
The text shown in this panel is the same content that was entered in the Description field during document upload.
If the description is long, you can scroll inside the panel to read the full text.
Hide the Description Panel
If you prefer to view the document in a larger area, you can hide the description panel.
To do this
- Click the Description button in the viewer header
After clicking the button
- the description panel closes
- the document expands and uses the full viewer space
Show the Description Panel Again
If the description panel is hidden and you want to see it again
- Click the Description button once more
The description panel will appear again on the right side of the viewer.
When a Document Has No Description
If the document does not contain any description, the Description button becomes inactive.
In this situation
- the description panel will not be displayed
- the document opens in full view by default
- the description button cannot be selected
This helps keep the viewer clean when there is no additional information to display.
Page Navigation
On the right side of the header, you will see the page navigation indicator.
This shows
- the current page number
- the total number of pages
Example
1 / 1
This allows you to understand where you are inside the document.
Print the Document
Click the Print button in the header to print the document.
This opens your system's print dialog so you can choose a printer and print settings.
Download the Document
Click the Download button to save the document to your computer.
The file will download in its original format.
Edit PDF Document Information
Next to the description button you will see a pencil icon.
This button opens the Edit mode for the document.
Use this feature if you need to update the document information without leaving the viewer.
Start Editing
Click the Edit button.
The viewer enters Edit Mode.
Instead of the description panel, a document information form appears on the right side of the viewer.
This form contains the same fields used when uploading the document.
You can update the following fields.
Title
Update the document title if needed.
Date
Change the date associated with the document.
Time
Adjust the time value.
Document Type
Select a different document type if required.
Category
Update the document category.
Description
Edit or add additional notes related to the document.
Save or Cancel Changes
At the bottom of the edit form you will see two buttons.
Save
Stores the changes you made to the document information.
Cancel
Discards the changes and exits edit mode.
After selecting either option the edit panel closes and the document returns to full view.
Edit Mode Label
While editing is active, the viewer displays an Edit Mode label near the page navigation area in the header.
This label helps you quickly recognize that the document is currently in editing state.
Close the Viewer
To exit the viewer click the Close button on the right side of the header.
The viewer closes and you return to the visit page.
Unsaved Changes Warning
If you attempt to close the viewer while Edit Mode is active and changes have not been saved, the system displays a confirmation dialog.
The message shown is
You have unsaved changes. Save before continuing?
Two options will be available.
Save
Saves your changes before leaving the viewer.
Discard
Closes the viewer without saving the changes.
This protection prevents accidental loss of updated document information.
View Images
When you click on an image file in the Documents section, the file opens inside the Image Viewer.
This viewer is used for displaying medical images such as
- JPG
- PNG
The Image Viewer allows you to view the image, read its description, review annotations and navigate inside the image using movement and zoom tools.
Viewer Header
At the top of the Image Viewer there is a header that displays the main information of the document.
These values are the same details that were entered when the document was uploaded.
The header displays the following information.
Title
The name of the document.
Document Type
The type of document.
Category
The category assigned to the document.
Date and Time
The date and time associated with the document.
On the right side of the header there is only one button.
Close
Click this button to close the Image Viewer and return to the previous page.
Description Panel
On the right side of the Image Viewer there is a panel used to display the document description.
This description is the same text that was entered in the Description field during document upload.
Automatic Display of Description
If the document contains a description
- the description panel opens automatically
- the description text appears on the right side of the viewer
In this state the image is displayed in the remaining space on the left side.
If the description text is long you can scroll inside the panel to read the full content.
When the Document Has No Description
If the document does not contain a description
- the description panel does not appear
- the image is displayed in full view inside the viewer
In this case the entire viewer area is used for displaying the image.
Viewer Controls
At the bottom of the Image Viewer you will find several control buttons used for interacting with the image.
Three buttons are located in the center bottom area of the viewer and one button is located on the bottom right side.
We will first review the buttons located in the center.
Description Toggle Button
The first button from the right in the control area is the Description button.
This button controls the visibility of the description panel.
When the Document Has a Description
If the document contains a description
- the button is active
- the description panel is open by default
If you want to hide the description
- Click the Description button
After clicking
- the description panel closes
- the image expands to use more viewing space
To display the description again
- Click the Description button again
The description panel will reopen on the right side of the viewer.
When the Document Has No Description
If the document does not contain a description
- the Description button is disabled
- the description panel does not appear
- the image is displayed in full view
Annotation Visibility Button
The second button is used for displaying image annotations.
If providers or users have placed annotations on the image, this button allows you to view them.
Viewing Annotations
To display annotations
- Click the Annotation button
After activation
- annotations placed on the image will appear
Viewing Annotations from Specific Providers
Next to this button there is a small arrow icon.
Clicking this arrow opens a dropdown list.
This list shows the providers who have added annotations to the image.
From this list you can choose
- a specific provider to view only their annotations
- or select all providers to view all annotations together
Hand and Zoom Tool
The third button, located on the left side of the control group, controls image navigation and zoom interaction.
This tool allows you to move around the image and zoom into specific areas.
Hand Mode
Hand Mode is active by default.
In this mode
- you can click and drag the image
- move the image in different directions inside the viewer
This is useful when the image is large and you want to examine different areas.
Zoom Mode
Next to this button there is also a small arrow.
Clicking the arrow opens a menu with two options
- Hand
- Zoom
If you select Zoom
You can use the mouse scroll wheel
- to zoom in
- or zoom out of the image
Using Hand and Zoom Together
One important feature of this viewer is that Hand Mode remains active even when Zoom Mode is selected.
This means you can
- move the image across the viewer
- zoom in and out using the mouse scroll
This combination allows you to explore the image more easily and focus on specific areas.
Edit Button
On the bottom right side of the Image Viewer there is an additional button.
This button is used for editing the document information.
When you click this button
the viewer switches from View Mode to Edit Mode.
In Edit Mode you can modify the document details.
The full explanation of this feature is provided in the Image Viewer Edit Mode section.
Edit Images and Add Annotations
In the Image Viewer you can not only view the image but also edit image information and add annotations or comments directly on the image.
To enter Edit Mode follow these steps.
- In the Image Viewer click the Edit button located at the bottom right of the viewer.
After clicking this button
- the viewer switches to Edit Mode
- annotation tools become available
- the document information panel opens on the right side
In Edit Mode you can
- edit the image information
- add annotations on the image
- add comments
- edit or delete existing annotations
Edit Mode Header
In Edit Mode the header remains almost the same as in View Mode and still displays the document information.
The header shows the following information.
Title
The name of the document.
Document Type
The type of document.
Category
The category assigned to the document.
Date and Time
The date and time associated with the document.
Next to the Close button an additional label appears.
Edit Mode
This label indicates that the viewer is currently in editing mode.
Document Information Panel
When Edit Mode is active a panel opens on the right side of the viewer.
This panel contains the document information and allows you to edit it.
The panel includes the following fields.
Title
The name of the image.
Date
The date associated with the image.
Time
The time associated with the image.
Document Type
The document type.
Category
The category of the image.
Description
Additional notes or description related to the image.
You can modify any of these fields and save the changes later.
Edit Mode Tools
At the bottom of the Image Viewer there is a toolbar that contains the tools used for interacting with the image and creating annotations.
From left to right, the toolbar contains
- the Navigation tool (Hand, Zoom and Pointer)
- the Shape tool (Rectangle, Ellipse and Area)
- the Point tool
- the Arrow tool (Arrow, Double-headed arrow and Line)
- the Comment tool
- the Description Panel Toggle
A tool with a small arrow next to it groups several options. Click the arrow to open its menu and choose an option.
Navigation Tool
The first tool from the left side controls image navigation and interaction.
This tool includes three modes.
- Hand
- Zoom
- Pointer
You can select the desired mode from the dropdown menu next to the button.
Hand Mode
Hand Mode allows you to move the image inside the viewer.
To use it
- Click and hold on the image
- Drag the image to move it in any direction
This is useful when working with large images.
Zoom Mode
Zoom Mode allows you to zoom in or zoom out using the mouse scroll wheel.
Scroll up to zoom in
Scroll down to zoom out
Pointer Mode
Pointer Mode is used for selecting and editing annotations.
When Pointer Mode is active you can
- select annotations
- resize annotations
- move annotations
- edit annotation labels
- delete annotations
This mode is mainly used when you want to modify annotations that already exist on the image.
Shape Tool (Rectangle, Ellipse and Area)
The second tool groups the three shape tools: Rectangle, Ellipse and Area.
To choose a shape, click the small arrow next to the button and select it from the menu. The button then shows the icon of the selected shape.
Rectangle
The Rectangle tool allows you to draw square or rectangular shapes.
To draw a rectangle
- Select Rectangle from the shape menu
- Click on the image and hold the mouse button
- Drag the mouse to define the rectangle size
- Release the mouse button
A label with the default text Rectangle appears next to the shape.
Ellipse
The Ellipse tool allows you to draw circular or oval shapes.
To draw an ellipse
- Select Ellipse from the shape menu
- Click on the image and hold the mouse button
- Move the mouse to define the size
- Release the mouse button when the desired shape is created
Area
The Area tool allows you to define a custom region on the image.
To create an area
1. Select Area from the shape menu
2. Click on the image to place the first point
3. Move the mouse and click again to place the next point
A temporary guide line appears while selecting points. After each click the line becomes a solid line connecting the selected points.
4. Continue adding points until the shape is complete, then click near the first point to close the shape
The system then connects all points and creates the final area.
Label and Color
Every shape has a label. The default label is the name of the shape, such as Rectangle, Ellipse or Area.
To change the label
1. Click on the label
2. Type the desired text and press Enter
To change the color of the shape, click the color button next to the label and choose a color from the palette.
Editing and Deleting a Shape
To edit a shape, select Pointer from the Navigation tool menu and click the shape. Handles appear around the selected shape.
In Pointer Mode you can
- move the shape
- resize the shape using its handles (for an area, move its points to adjust its shape)
When the shape is selected, a delete icon (×) appears at its top right corner.
Clicking this icon opens the Delete Shape confirmation dialog.
Click Delete to remove the shape from the image, or Cancel to keep it.
Point Tool
The Point tool allows you to mark a specific point on the image.
To create a point
- Click the Point tool
- Click on the desired location in the image
A point marker will appear on the image.
After creating the point you can
- edit the label
- change the color
- delete the point
The editing behavior is the same as for the shapes.
Arrow Tool (Arrow, Double-headed arrow and Line)
The Arrow tool is used to draw directional arrows or lines on the image.
Click the small arrow next to the button to choose the line type.
To draw a line
- Choose the line type from the menu
- Click the starting point on the image and hold the mouse button
- Drag to the ending point and release the mouse button
The system will draw the selected line style.
Available options include
Arrow
Single directional arrow.
Double-headed arrow
Arrow with two directions.
Line
A simple line without direction.
As with the shapes, you can also
- edit the label
- change the color
- resize the line
- delete the line
Comment Tool
The next tool allows you to add comments to the image.
To add a comment
- Click the Comment tool
- Click anywhere on the image
A small comment input box will appear.
Inside this box you can
- type the comment text
- select a color using the color picker
At the top of the comment box there are two buttons.
Confirm (✓)
Creates the comment on the image.
Cancel (×)
Closes the comment box without creating the comment.
Managing Comments
To open an existing comment, select Pointer from the Navigation tool menu and click the comment. A small panel will open showing the comment text, with two options below it.
Edit
Allows you to modify the comment text or change the color.
Delete
Removes the comment.
When Delete is selected a confirmation dialog appears.
If you confirm the action the comment will be removed from the image.
Description Panel Toggle
The Description tool allows you to show or hide the information panel on the right side of the viewer.
Clicking this button will
- open the document information panel
- or hide the panel to increase the image viewing area
Save and Cancel
At the bottom right corner of the viewer there are two buttons.
Save
Stores all changes including
- edited document information
- new annotations
- updated annotations
- comments added to the image
Cancel
Discards all changes made during the current editing session.
The image and information will return to their previous state.
Unsaved Changes Warning
If you attempt to close the Image Viewer while still in Edit Mode with unsaved changes, the Annotation Not Saved dialog will appear.
This message asks whether you want to save your changes before closing.
You can choose to
- Save the changes
- or Discard them and close the viewer without saving.
Step 3: Save Changes
Two save options are available depending on the visit status.
Save
Stores the changes without completing the visit.
Use this option when the documentation is still in progress.
This option does not require mandatory fields.
Save and Complete
Marks the visit as completed.
When using this option the following fields must be filled:
- Chief Complaint
- Visit Summary
After confirmation the visit becomes finalized.
Step 4: Completed Visit Behavior
When a visit is saved using Save and Complete:
- The visit is marked as Completed
- The visit appears highlighted in green in the visit list
- A Completed label appears next to the visit date
- The Edit button becomes disabled
Completed visits are view only and cannot be modified.
This ensures that finalized clinical documentation remains consistent and traceable.
Access Rules
Visit management depends on user permissions.
- View permission allows users to open and review visit details
- Edit permission allows users to modify or delete visit records
Without the required permissions, visit information may appear as read only or the section may not be accessible.
Detailed access management is described in the Share guide.
Fields (Field Descriptions)
| Field | Description | Limitations / Notes |
|---|---|---|
| Chief Complaint * | The patient’s primary concern. Entered via a modal with Search, Suggestions, and Selected tabs. Up to 15 items can be selected. | Required only for Save & Complete |
| Present Illness | Detailed description of the patient’s current illness. Supports Write with AI (requires Chief Complaint and Patient Summary to be filled). | Max 6000 characters |
| Observation | Clinical observations recorded by the provider. | Max 2000 characters |
| Diagnosis | Medical diagnosis. Entered through a modal with Search, Suggestions, and Selected tabs. | Max 15 items |
| Plan of Treatment | The treatment plan, including medications, tests, or procedures. | Max 2000 characters |
| Visit Summary * | Summary of the visit. Supports Write with AI (requires Present Illness, Observation, Diagnosis, and Plan of Treatment). | Required only for Save & Complete – Max 5000 characters (for AI) |
| Title* | A clear name for the document to help identify it later | Required |
| Date* | The date associated with the visit or document | Required |
| Time* | The time when the visit or document was recorded | Required |
| Document Type* | Defines the general category of the document such as Imaging or Laboratory | Required |
| Category | A more specific classification based on the selected document type | |
| Description | Optional field used to add additional notes or context | |
| Type of Visit* | Defines why the patient is being seen. Available options include New Problem, Exacerbation of a Previous Problem, Follow-Up, Complication Following Treatment, Submission of Paraclinical Results - Hydration Check, Consultation, Questions, and Undertaking a Therapeutic Procedure. This field is required. | Required |
| Reason of Visit* | Defines why the patient is being seen. Available options include New Problem, Exacerbation of a Previous Problem, Follow-Up, Complication Following Treatment, Submission of Paraclinical Results - Hydration Check, Consultation, Questions, and Undertaking a Therapeutic Procedure. This field is required. |
Behavior & Expected Outcome
Saving a Visit
• When you click Save, changes are stored without requiring all mandatory fields
• The visit remains incomplete and can be edited later
• When you click Save & Complete, the visit is marked as completed
• In this case, Chief Complaint and Visit Summary must be filled before saving
After saving, all changes are immediately visible in the visit details.
Completed Visit Status
• Once a visit is completed, it appears highlighted in green in the visit list
• When you open a completed visit, a Completed label is displayed in the header next to the visit date
• The Edit button becomes disabled
Completed visits are view only and cannot be modified.
Visit Selection and Display
• Selecting a visit updates the right panel instantly with the corresponding details
• Visits are displayed in chronological order, with the most recent at the top
• If multiple visits exist on the same day, each visit is shown with its own timestamp
• Hovering over a visit highlights it to make navigation easier
Access Control
• Viewing visit details requires View permission
• Editing a visit requires Edit permission
• Without the required permissions, users cannot access or modify visit information
Detailed access control is explained in the Share guide.
Visit Relationships
• If the selected Reason of Visit requires a related visit (such as Exacerbation, Follow Up or Complication), the Related Visit field becomes required
• The visit cannot be completed until this field is filled
Navigation to Visit Details
• After creating a visit, the provider can immediately open it and continue entering detailed information
• All sections including documents can be completed within the visit details page
Document Behavior
Document Display
• Uploaded documents appear in the visit Documents section
• Clicking a document opens it in the appropriate viewer
• The system automatically detects the file type and selects the correct viewer
Viewer Behavior
• PDF files open in the Document Viewer
• Image files open in the Image Viewer
• If a document has a description, it is displayed by default
• If no description exists, the document is shown in full view
Edit Mode in Viewer
• Clicking the Edit button activates Edit Mode
• In Edit Mode, document information can be updated
• For images, annotation tools become available
• An Edit Mode label appears in the header to indicate editing state
Annotation Behavior
• Annotations can only be created in Edit Mode
• Users can add shapes, points, arrows, comments and labels
• Each annotation can be edited, moved or deleted
• Changes are applied only after clicking Save
• If changes are not saved, they will be lost when exiting
Unsaved Changes Warning
• If you try to close the viewer while changes are not saved
• A warning message appears
You can choose to
• save the changes
• or discard them and exit
Document Editing
• Document information such as title, date, time, type, category and description can be updated
• Changes are reflected immediately after saving
Common Errors + Fixes
| Issue | Cause | Fix |
|---|---|---|
| Cannot edit visit | 1. Visit is already completed. 2. User lacks Edit permission. | 1. Check the visit status. 2. Log in with an account that has Edit rights. |
| Cannot view visit | User lacks View permission. | Request View access from the administrator. |
| AI error: "Please Complete ..." | Required fields for AI are not filled. | Complete the required fields, then retry. |
| Save error | Connectivity or server issue. | Check internet connection and retry. |
| Save & Complete error | Chief Complaint or Visit Summary is missing. | Fill in the required fields and try again. |
| Error: "Type of Visit is required" | The Type of Visit field is empty. | Select Online or In-person. |
| Error: "Reason of Visit is required" | The Reason of Visit field is empty. | Choose one of the listed options. |
| Error: "Please select a Related Visit" | The Reason of Visit selected requires a related visit, but none was chosen. | Select a related past visit from the list. |
| Visit not saved | Network or server issue. | Check your internet connection or system status and retry. |