--- title: "For health information managers: Working with patient documents" slug: "lda-patient-documents" tags: ["LDA", "Legacy Data Archive", "Healthcare"] updated: 2026-11-10T19:03:00Z published: 2026-11-10T19:03:00Z canonical: "docs.visualvault.com/lda-patient-documents" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.visualvault.com/llms.txt > Use this file to discover all available pages before exploring further. # For health information managers: Working with patient documents ### Working with Patient Documents The **Documents** tab lists every archived document for the patient, one row per document. 1. Click the **Documents** tab. 2. Review the document list. | Field / Column | Description | | --- | --- | | **Name** | The document's file name. Click it to open the document in the Document Viewer. | | **Doc ID** | The document's VisualVault ID (for example, `DOCS-0000072`). | | **Doc Type** | The document's type, such as EOB or Patient Charts. Shows **—** when no type is assigned. | | **Subfolder** | When not configured or not populated, this shows **—**. | | **Modified** | The date the document was last modified. | | **Views** | The number of times the document has been viewed. | | **Actions** | **View**, **Download**, **History**, and **Remove** buttons for the document. | 3. To narrow the list, do either of the following: a. Type a file name in the **Search documents...** box. b. Select a type from the **All Doc Types** menu. 4. Use the **Actions** buttons to work with a single document: a. Click **View** to open the document in the Document Viewer in a new browser tab. b. Click **Download** to save a copy to your computer. c. Click **History** to see every view, download, and change for that document. d. Click **Remove** to remove the document from the patient's record. 5. Download in bulk: 1. To download several documents at once, select the check box next to each document, and then click **Download Selected**. The documents download together in a single ZIP file. ![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/2026-10-07 Healthcare_LDA_LDA-Patient Documents.png?sv=2026-02-06&spr=https&st=2026-11-10T22%3A27%3A16Z&se=2026-11-10T23%3A27%3A16Z&sr=c&sp=r&sig=VXGTrksZefNzQaXn4hbPocw60FQHiIfctxw8zhEXqnc%3D) --- ### Uploading a Document Add a document to the patient's record. You need upload access to the **Documents** tab. 1. On the **Documents** tab, click **Upload**. 2. Select the file on your computer. 3. Complete the upload. The document appears in the list and an **Document uploaded** entry is added to the **Event History** tab. --- ### Viewing a Document The [Document Viewer](/v1/docs/document-viewer-2) opens in a new browser tab and shows the document along with the patient's identifying information. 1. On the **Documents** tab, click the document's name or **View**. 2. Review the patient header at the top of the viewer: It shows the patient's **Name**, **MRN**, **Patient ID**, **DOB**, **Gender**, **Document Date**, **Doc Type**, and **Subfolder**. 3. Use the tools from the toolbar. a. Use **Zoom Options** to change the magnification. b. Click the hand button to pan, or the selection button to select text. c. Click **Search** on the right side of the toolbar to find text in the document. 4. Open the **Related** panel documents button on the right side of the toolbar to show or hide the patient's other documents. The panel groups documents by type and marks the one you're viewing **VIEWING**. a. Type in the **Search documents** box to filter the panel by name or type. b. Click a document to open it in the same viewer. 5. Click **Document History** to see this document's views, downloads, and changes. 6. Click **Download** to save a copy to your computer. 7. Click **Close** in the upper-right corner to close the viewer. ![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/2026-10-07 Healthcare_LDA_Document Viewer.png?sv=2026-02-06&spr=https&st=2026-11-10T22%3A27%3A16Z&se=2026-11-10T23%3A27%3A16Z&sr=c&sp=r&sig=VXGTrksZefNzQaXn4hbPocw60FQHiIfctxw8zhEXqnc%3D) Your administrator decides which viewer features are available to your organization, including printing, downloading, text selection and copying, search, page thumbnails, and the related documents panel. If you don't see a button described here, it has been turned off. > [!NOTE] > 🔍 **Troubleshooting Note:** If the viewer shows **Unable to load this document**, click **Retry**. If the file type can't be displayed in the browser, download the document to open it on your computer. If the viewer shows **This document was removed.**, another user removed the document from the patient's record. --- ### Changing a Document's Type Correct a document's type from the Document Viewer. 1. Open the document in the Document Viewer. 2. In the patient header, select the new type from the **Doc Type** menu. The change saves immediately and appears as a **Document type changed** entry on the **Event History** tab. Other users viewing the same document see a message that the type was changed. > [!NOTE] > 🔍 **Troubleshooting Note:** If **Doc Type** appears as plain text instead of a menu, you don't have permission to change it. If the type you need isn't in the menu, your administrator must add or enable it in **Settings**. Contact your administrator for either issue. --- ## Need help? If you are unable to log in to or if you encounter an issue within the application, please submit a ticket in our [Support Portal](https://visualvault.freshdesk.com/). ## Related - [Legacy Data Archive (LDA)](/legacy-data-archive.md)