Documents & media

Browse a patient’s documents

The Media tab on the patient chart is Hero EMR’s document home: scanned records, clinical photos, signed forms, and imported faxes all live here, as single files or multi-page grouped documents. The header reads Patient Media with a live document count, a Refresh button, and the primary Upload Media button. Every document carries one of nine types:

1. Open the tab. In the chart tab bar, Media sits between Procedures and Letters. A chart with no documents shows No media files found for this patient with an Upload First File button.
2. Filter with the chips. Two chips sit above the list: All and Paperwork. Paperwork narrows the list to signed previsit forms only (see Signed forms & patient visibility).
3. Read the table. Columns are Document Name, Type, Date, Pages, and Actions, with a color-coded icon per document type (green for a Lab Report, blue for an Imaging Report, and so on). The Date column shows the clinical document date when one was captured, otherwise the upload date. Grouped multi-page documents and single-file uploads share one list — the Pages column tells them apart. When everything has loaded, the list ends with All documents loaded.
4. Open a document. Single-click selects a row; double-click it — or click the eye icon (View) — to open the document viewer.

Upload files to the chart

Upload Media opens a dialog titled Upload Media for the patient, and the first choice is the Upload Mode: let Hero EMR read the file and extract clinical data, or just store it.

1. Add your files. Click the dashed drop zone (Click to select file(s) or drag and drop) or drag files onto it — the drop target is the zone inside the dialog, not the Media list itself. With several files added, the zone shows N files selected with a per-file list, a trash icon (Remove file) on each, and a Clear all files link.
2. Start the upload. Cancel backs out; Continue starts an Automated import, while Manual mode shows Upload (or Upload N files, with a progress bar for multi-file batches).
3. Check for failures. Files that fail processing collect in a Failed files panel with per-file reasons and a Clear list link, so a partial batch failure is visible without losing the dialog.

Import data automatically from a document

Upload a single file in Automated mode and Hero EMR runs the Automated Import flow: the AI reads the document, checks it belongs to the open chart, and shows you every structured record it found before anything touches the chart. You stay in control — Save File Only is always available as a bail-out that stores the document without importing data.

1. Let it process. The modal steps through Uploading Document and Processing Document while the AI reads the file. Closing the modal mid-processing asks for confirmation (Leave Anyway / Keep Processing) so an accidental click doesn’t abandon the job.
2. Verify the patient. The Verify Patient step compares the name and DOB found in the document against the open chart. A match shows Patient information matches (“The document information matches the current patient.”); otherwise you see Patient Mismatch Detected. Continue with Continue to Review — which becomes Continue Anyway after a mismatch — or choose Save File Only.
3. Review the extracted records. Review Extracted Records lists everything the AI found — lab results and orders, imaging studies, medications, allergies, problems, vitals, immunizations, procedures, and clinical notes — each with a High/Medium/Low confidence badge. The instruction is the rule: “Compare the source document against the extracted text before importing records into the chart.”
4. Import your selection. Use Select All / Deselect All or the per-record checkboxes, then click Import Selected (N). The flow finishes with Importing Records and Import Complete.

Group multi-page uploads into documents

Select two or more files in Automated mode and Hero EMR runs the batch flow: the AI scans every page, classifies it, and proposes how the pages assemble into documents — a five-page hospital packet becomes one five-page document instead of five loose files. Inbound faxes imported from the Inbox arrive in the Media tab the same grouped way (see importing faxes).

1. Let the scan run. The modal steps through Uploading Files and Scanning Documents while the AI classifies pages.
2. Answer the grouping question. A Grouping Decision step may ask Are all pages part of one encounter packet? Choose Yes, one encounter packet (“Import as one continuity document anchored to the first informative page.”) or No, multiple studies/documents to continue to manual review and split or merge groups yourself.
3. Review the document groups. Review Document Groups shows the AI-suggested groups; any classification warnings appear in a yellow banner at the top. Per group you can rename it (pencil icon, Edit name), change the document type, Split a multi-page group into separate documents, or remove the whole group (Remove group). Within a group, reorder pages with Move up / Move down or pull one out with Remove from group; clicking a page shows it in the right-hand Preview panel.
4. Confirm. Confirm & Upload creates the documents — the modal shows Creating Documents then Upload Complete (“N documents have been added to the patient’s chart. Data extraction has started.”). The grouped documents appear in the Media list with their page counts.

View documents and edit their details

Double-clicking a row (or clicking the eye View icon) opens the shared document viewer — a large dialog whose header shows the document name with its type and page count (for example “Lab Report • 3 pages”). Multi-page documents get a thumbnail sidebar on the left for jumping between pages. PDFs and images render in-line; stored video and audio show Preview not available for this file type.

1. Navigate the pages. Use the previous/next arrows with the Page X of N counter. PDFs get an extra inner control — PDF X/N — that steps through pages inside the PDF file itself.
2. Zoom, rotate, pan. Rotate (R), zoom in/out buttons, and a zoom dropdown from Fit up to 200%. Zoomed past Fit, drag the page to pan (a Drag to pan hint appears on hover).
3. Go fullscreen for reading. The expand button opens a black fullscreen mode with the same controls plus a thumbnail strip along the bottom; Exit Fullscreen (Esc) returns to the dialog.
4. Edit a grouped document’s details. For grouped documents, the pencil button (Edit metadata) opens an edit panel to change the document name, Document Type (a dropdown with Select type... plus all nine types), Document Date, Author, and Facility. Save commits, Cancel backs out, and the saved date, author, and facility show in a footer strip below the page.

Signed forms, agreements & what patients can see

E-signed paperwork files itself. When a patient signs assigned previsit paperwork, the PDF lands in Media automatically — no scanning, no uploading — and the Paperwork filter chip surfaces exactly those forms.

Documents flow the other way too: patients can upload files from the portal’s media area (and the patient mobile app’s camera scanner), and those uploads appear in the chart Media tab alongside staff uploads — so check the upload date and document name when triaging. Faxes connect in one direction only: inbound faxes are imported into the chart from the Inbox with Link patient & import, which creates a grouped document here (see importing faxes). There is no action to fax a Media document out — outbound faxing exists only for orders during encounter completion.