Document Management System
The Document Management System (DMS) provides centralized storage, versioning, and access control for all hospital documents -- clinical records, scanned...
February 2026 · 5 min
Manual area
Advanced
Coverage
5 sections
Operator notes
2 implementation notes
Overview
The Document Management System (DMS) provides centralized storage, versioning, and access control for all hospital documents -- clinical records, scanned reports, consent forms, HR files, policies, and SOPs. It integrates with every module to attach documents contextually (e.g., a consent form attached to a surgery, a policy attached to a department).
Document Upload & Organization
Upload documents via:
- Drag and drop into any document-enabled section
- Scan directly from connected scanners (TWAIN/WIA)
- Import from email attachments
- Bulk upload with auto-classification
Documents are organized into:
- Clinical -- Patient-specific (auto-filed under the patient chart)
- Administrative -- Policies, SOPs, circulars
- HR -- Employee documents, certifications
- Financial -- Invoices, contracts, audit reports
- Regulatory -- Compliance certificates, licenses
Versioning & Audit Trail
Every document maintains a full version history:
- Upload a new version without losing previous ones
- Compare versions side by side
- View who uploaded, modified, or viewed each version
- Automatic versioning when documents are edited via the built-in editor
The audit trail records every access event -- view, download, print, share -- with timestamp and user identity.
Access Control
Document access is governed by:
- Role-based permissions (e.g., only HR can access employee documents)
- Department-level restrictions
- Document classification (Confidential, Internal, Public)
- Patient consent flags for clinical documents
- Time-based access expiry for shared documents
Search & Retrieval
Find documents using:
- Full-text search across document content (OCR-enabled for scanned documents)
- Filter by type, department, date range, uploader
- Tag-based search with custom tags
- Quick access to recently viewed documents
- Saved searches for frequently used filters
Notes
Tip
Enable auto-OCR for scanned documents to make their content searchable. This is especially useful for external lab reports and referral letters.
Clinic tip
Use the Quick Scan feature at reception to scan patient ID documents directly into the patient record during registration.
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