How to Add and Access Patient Files

Related Training
Patient Files Recorded Class

Use the Patient Files window to upload or scan files into the patient's record, and to access, view, or download files that are already attached. Sensei Cloud supports TWAIN-based optical scanner integration, enabling you to scan documents directly into the patient's record.

When uploading patient files, you are required to select a Category to assign to them. Sensei Cloud has a set of predefined categories available for selection, but you can also create your own. 

Note: 
-- System generated files are automatically assigned a default category. For example, Billing Statements are assigned the Statements category. 
-- System generated files prior to Release 0.1.17751 (16 Nov 2025) are not automatically assigned a category. However, you can manually edit the category for a system-generated file.
-- System assigned categories cannot be edited or deactivated, but you can change the category of an individual file.
 

Patient Files List

To access a patient's files:

1. From the Patient tab, select Patient Files. The Files window is displayed with a list of the patient's files.
   
   Note: Users can click the column headings to sort the columns as desired.
2. If needed, use the filter options to narrow the list of files:
   -- Search Files: Use this field to search for a specific file. 
   -- Hide System Generated Files: Select this option to hide files that were automatically generated by the system, such as billing statements or signed treatment plans, etc.
   Note: System-generated Patient Files that existed prior to the 16 Nov 2025 update are not filtered out when this option is checked. Any files that the system generates after this update are filtered out. 
   -- Categories: Select one or more categories, and then click Save. 
   -- Created by: Select one or more users, and then click Save.
   -- Uploaded Date: Select a date range for the file upload, and then click Save.
   Tip: Click Reset at any time to reset the list and show all files. 
3. Select a file from the list. The File Details are displayed.
4. From the File Details, you can select Preview File, Delete File, or Download File.

Note: You can review .PDF files without the need to download by clicking Preview File. The .PDF file is displayed in a preview window, and from there you can zoom or rotate as needed, download the file, or click the Print icon to print one or more pages of the document.

Updating a File

To update the assigned category or the file name for an individual file:

1. From the Actions column for the file, click the Pencil icon. The Manage File window is displayed.
2. Change the File Name, if needed.
3. Remove the existing Category by clicking the x icon.
4. Select a Category from the drop-down list.
5. Click Update.

Uploading Files

To upload a file:

1. From the Files window, select Upload File. The Upload a File Window is displayed.
   
2. Click Browse and navigate to the file you want to upload.
3. Double-click the file to select it. The Name field is populated in the Upload a File window.
   Note: You can rename the file here, if necessary.
4. Select a Category from the drop-down list.
   Note: If you need to add a new category, click Edit to access the Manage Categories window. See Managing Categories for more information.
5. Use the Notes field to add any additional information.
6. Click Upload.

Managing Categories

You have the ability to create new categories for selection when uploading a file. You can also mark categories as inactive or reactivate categories that were formerly inactive. Categories that are not defaults for certain system-generated files can also be renamed. 

To add a new category to the list:

1. Click the Pencil icon next to a file in the list. The Manage File window is displayed.
   Note: You can also access the list when uploading a file. 
2. Next to Category, click Edit. The Manage Categories window is displayed.
3. Click Add New.
4. Enter a name for the category.
   
   Note: Category names must be unique.
5. From the Actions column, click the Checkmark icon. The Category is added to the list and is available for selection when uploading a file or editing the details of an existing file.

To update a category:

1. Click the Pencil icon next to a file in the list. The Manage File window is displayed.
2. From the Actions column for the desired category, click the Pencil icon. 
3. You can select A to make the category active or I to make it inactive. 
   Note: Inactive categories are no longer available for selection from the Category drop-down list when uploading files. 
4. Categories that you created (i.e., categories that are not part of the pre-defined list) can also be renamed. 
   Note:
    -- The Clinical, Communication, Financial, Scanned, and Statements categories cannot be edited at all (i.e., no renaming or deactivating).
   -- The Health History, Insurance, Patient IDs, Patient Registration, and Referrals categories can be deactivated, but you cannot rename them.
5. From the Actions column, click the Checkmark icon to save your changes. 

Scanning Files

Sensei Cloud automatically detects any connected devices and prompts you to select your scanner.

Note: The Imaging Bridge must be installed to enable document scanning. If this is not installed, the Install Imaging Bridge option is active in the Actions panel. Select this to complete the installation. For more information, see How to Set Up Imaging and How to Install/Reinstall the Patient Imaging Bridge.

Note: All scanned documents are assigned the Scanned category by default. However, you can change the category manually by editing the file after it is scanned in via the Pencil icon. 

To scan a document:

1. Place the document in the scanner and ensure it is powered on.
2. From the Files window, click Scan Document. Sensei Cloud automatically detects any connected devices and displays the Scan Document window.
   Note: If you are connected to more than one device, you are prompted to select one. The first time you launch a scanner, you are prompted to confirm. Select Always allow [address] to open links of this type in the associated app, and then click Open [link_name].
   
   When the scanner is launched, the Properties window for the scanner is displayed.
   
3. Adjust the settings and click Scan.  When the capture is complete, a preview is displayed.
4. Make any necessary adjustments, and then click Save Document. The document is saved to the patient's files.