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How to Upload Files to a Patient Profile

  1. Charting
  2. How to Upload Files to a Patient Profile

    3. 6 min read
    Balance Plan Practice Plan Thrive Plan
Staff Access Level: All levels
Jane Plan: All plans
Geography: 🌐 All geographies

Every patient profile in Jane includes a Files area where you can upload and preview documents, images, audio, and video. You can use it to store things like patient ID cards, X-rays, lab requisitions, or any other files you want attached to a patient’s record.

Instructions

  1. Go to the Patient's Profile > Files tab.
  2. To upload a single file, select Add File / Image and choose the file from your device.
  3. To upload multiple files at once, select all the files from your device and drag and drop them into the upload area.
    The Files tab in a patient profile showing the drag-and-drop upload area and the Add File / Image button
  4. Once the file has uploaded, set up the following options:
    1. Include in Patient's chart: Toggle this on to attach the file to the patient's chart as a draft entry. Grey means off, blue means on.
    2. Not Visible to Patient: Select this to flip it to Visible to Patient if you want the patient to see the file in their My Account portal.
    3. Viewable by Everyone: Use the drop-down to select which staff members can view the file.
    The Edit File panel showing the Include in Patient's chart toggle, Not Visible to Patient button, and Viewable by Everyone drop-down
  5. Select Save to confirm.

📣 Heads up: Only the staff member who uploaded a file, or the Account Owner, can modify or delete it. This includes toggling its presence in the chart or adjusting its visibility. If another staff member needs ownership, they’ll need to re-upload the file.

What to Expect

The file appears in the patient’s Files area as a thumbnail (or as a row in list view). Hover over the file to access three icons:

  • The pencil icon opens the file details to edit options.
  • The download icon saves a copy of the file to your device in the same format it was uploaded (JPEG, PDF, PNG, etc.).
  • The chart icon opens the file in the chart.

An image of the above mentioned options once you hover over the uploaded file

Each file also displays two status icons that show its current state at a glance.

Eye icon

The eye icon shows whether the file is visible to the patient in their My Account portal.

  • Eye crossed out: The file is not visible to the patient.
  • Eye whole: The file is visible to the patient.

Lock icon

The lock icon shows whether the file is part of the official chart record.

  • No lock: The file is not part of the official chart record. It won’t be included in a chart export. These are admin-only documents.
  • Unlocked padlock: The file is attached to a draft chart entry. It’s part of the official medical chart but hasn’t been reviewed and signed yet.
  • Locked padlock: The file is attached to a signed chart entry.

Supported File Formats and Size

Jane supports a maximum file size of 50MB in both the Files area and the Charts area.

Supported formats:

  • Docs and spreadsheets: PDF, DOC, DOCX, RTF, XLS, XLSX, Numbers, CSV, TXT, EDI, PPTX, Pages, ODT, STL, EDF, ZND, EML
  • Images: JPG, JPEG, PNG, GIF, HEIC, HEIF, TIF, TIFF, BMP, WEBP, JFIF, DCM
  • Audio: MP3, WAV, M4A, OGG, AVI
  • Video: WEBM, MP4, MOV, AAC

You can also upload multiple files together as a single zip file.

Important Notes

  • The file name cannot be changed after a file has been uploaded to the patient profile.
  • Files you upload will be included in a chart export if the file was authored by the practitioner being exported. For more on this, see our guide on Batch Chart Exports for Practitioners.
  • If you toggle Include in Chart on, Jane uploads the file as a draft chart entry that will need to be reviewed and signed. See our guides on Signing and Locking Charts and the Sign and Lock Workflow for next steps.
  • Jane’s privacy settings for uploads follow the same rules as other chart entries. See our guide on Charting Privacy Options for details.
  • There is no way to filter the Files area to show only admin documents (files not part of the official chart). To find them, switch to list view and look for files with no lock icon. You can also use your browser’s search tool (Command + F on a Mac, Control + F on a PC) to search by file name.
  • The Files area does not support folders. If you need to group multiple files, compress them into a zip file before uploading.