How To: Upload Client Documents

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To ensure that all of your records are secure and easy to find, TherapyNotes gives you the ability to upload documents directly to your clients' charts. This allows you to store scanned versions of handwritten notes, assessments, insurance and identification cards, and any other record.

There is no additional charge for document storage and no limit on how many documents you can upload. All files uploaded to TherapyNotes are encrypted to maintain confidentiality. Activity logs are recorded for all file uploads, views, and downloads, as well as any time the file information is updated.

Role Required: Any

To prepare your documents for upload:

  • If you have the physical document, scan the document to create a digital file
  • Ensure the file size of the document is below 10 MB
Quick Tip: To stay below the maximum file size of 10 MB, we recommend scanning your document at no higher than 150 dpi. For more information, read Tips for Scanning Documents and Reducing File Size.

To upload a document to a client's chart:

  • Click Patients > Patient Name > Documents tab
  • Click the Upload Patient File button

(A) Type of Document: This option determines who has access to the document. Select Administrative to allow all users to view the document. Select Clinical to limit access to only assigned Clinicians and Clinical Administrators.

(B) Document Name: Enter a name for your document, or click the field to select from a list of commonly used documents.

Quick Tip: Some of the suggested document names have special features. Patient Photo will display the image in the top left corner of the client's chart, Insurance Card will appear in the client's Billing Settings tab, and HIPAA Agreement and PCP Release Consent Form will generate a prompt to update the appropriate information for the client.

(C) Document Date: The current date is automatically populated. However, you can enter a different date for the file.

Quick Tip: Documents appear in chronological order in the list of notes and files for a client. You can use the Document Date field to arrange documents on this list (for instance, ensure that assessment materials are listed near the relevant note by entering the date of the corresponding appointment).
  • Click the Add Document button to save the document
Have more questions? Submit a request

Comments

  • Avatar
    Michelle Moreno

    I uploaded a document but when I click to view it, it gets downloaded onto my computer. Is it possible to view documents without downloading them?

  • Avatar
    Jordan

    Michelle,

    PDFs generally open in the browser. If it is a word document, it will download it. Unfortunately this is not TherapyNotes, it is a browser setting. The browser may have a setting that allows opening of PDFs within the browser itself. Please let me know if you have any questions. We can be reached at 215-658-4550. Thank you!

  • Avatar
    Kay Gottrich LCPC

    How do I change colors on the screen

  • Avatar
    Jordan

    When you are looking at your own calendar the colors are by the type of apt such as intake, therapy session and more. When you are looking at the calendar with multiple clinicians the color is based on the clinician. There is no way to change this. You can change the color of the other clinicians by clicking on set calendar view and clicking the color next to the clinicians name.

  • Avatar
    Mike Everson

    I have uploaded numerous files before to TN but no matter what I upload tonight I get this error message:
    Your upload could not be completed because of an error:
    Error uploading file: The network path was not found.

    The PDF is there and I've tried other PDFs that I know have already uploaded and same message

  • Avatar
    Laura

    Each file must be 5 MB or below. If the file is 5MB or less and you are still having problems try another browser. For example, if you usually use Internet Explorer try Google Chrome. If you are still having issues click the User Icon in the upper right, click “Contact Us”, fill out the form, and send us more information so we can look into the issue further.

  • Avatar
    Maureen Lane

    our consent forms are greater than the 5 MB allowed for download, how do you change that so I cant scan those documents?

  • Avatar
    Jordan

    The recommended file size is 5mbs. When you scan the document into your computer, we recommend you scan at 150 DPI and in black and white. For any questions please contact support at 215-658-4550. Thank you.

  • Avatar
    Debie Pickering

    Need to access my record from all doctors that ive had

  • Avatar
    Laura

    Debbie,

    If a patient wants records from all of the doctors they have had, they need to contact the doctors directly to obtain them.

  • Avatar
    Jennifer Silvershein

    I have uploaded many documents but when I click to view them a new 'tab' pulls up but the document is not visible. What may be causing this issue?

    Also, once I upload a document am I able to delete the document from my computer and have it remain on the 'therapy notes server'?

  • Avatar
    Laura

    Jennifer,

    When you click documents that have been uploaded into TherapyNotes, they do not open a new tab. Clicking the document downloads it to your computer. After clicking, look at the bottom of the browser to see if the document has started to download. Typically you have to wait until the item says "Ready, Click to Download". If you are not seeing the document download on the bottom of the browser please contact support at 215-658-4550 or support@therapynotes.com.

    Once you upload files to TherapyNotes you can safely delete the document from your computer, or shred paper files. Your documents are secure on the TherapyNotes server.

  • Avatar
    Adrian Warren

    Is there a way to upload standard documents like informed consent and intake forms so that clients can download them when creating a profile?

  • Avatar
    Laura

    Adrian,

    We are currently planning the ability to upload intake paperwork and send it to the patient to fill out electronically over the client portal. When we release this feature it will be displayed in the green "What's New" box on the Welcome Screen.

  • Avatar
    Amy Rauscher

    I am one of two clinicians on record, and yet I get the error message when trying to view the PDF I uploaded to it. What is causing this issue?

  • Avatar
    Sean Behan

    Hi Amy,

    A member of the support team will reach out to you to help you with this issue. Thank you.

  • Avatar
    Sharon Beets

    Do we have the capability to customize the document names in the drop down box to upload to client files?

  • Avatar
    Jordan

    Sharon,

    You can enter a document name to appear in the patient notes tab when you upload a patient file. The names that appear are preloaded into TherapyNotes. I will forward your suggestion to management for review. If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com

  • Avatar
    Michelle Alden

    I moved location and am trying to download previous notes onto my personal therapy notes account. Can someone help? Thanks
    Michelle

  • Avatar
    Jordan

    Michelle,

    To upload a document that you have previously downloaded please go to the patient chart and choose the notes tab, once here please click on upload a patient file in the top right. You will be able to search your computer for the file by clicking on choose file, once the file is found choose it and click on open on the bottom right. Please choose the type of document and the name and click on add document at the bottom right. If you have any further questions please contact support at 215-658-4550 or via email at support@therapynotes.com.