Every document uploaded to Rio is marked as either Draft or Final. Understanding the difference is essential. It affects whether a document can be linked to clinical events such as referrals, admissions, discharges, appointment outcomes, and progress notes.
What is a draft document
A draft document is a work in progress. Use the draft status when a document is not yet complete or has not been approved for example, a discharge summary awaiting countersignature or a letter still being reviewed.
You can upload multiple draft versions of the same document.
Draft documents are not available to link to clinical events.
Draft documents cannot be sent to a patient's GP.
What is a final document
A final document is complete and approved, ready for clinical use.
Only one final version exists per document series.
Final documents appear in the Associated Documents pick list, so they can be linked to referrals, admissions, discharges, appointment outcomes, and progress notes.
Final documents can be sent to a patient's GP (where this has been enabled for that document type).
Promoting a draft to final
When a draft document is ready to be finalised, you can change its status without re-uploading it.
Open the Documents screen for the patient.
Locate the draft document in the list and click its title to open it.
Click Edit details.
Change the version from Draft to Final.
Update the document title, date, or type if needed.
Click Save Document Details.
When prompted to confirm, click Yes.
The document is now marked as final and immediately available to link to clinical events.
đ Note: All previous draft versions remain visible. Click Add next to the final version to view them.
Key rules to remember
A document must be marked as final before it can be linked to any clinical event.
If a document does not appear in the Associated Documents pick list, the most common reason is that it has not yet been marked as final.
Documents uploaded to Rio cannot be edited directly. To make changes, edit a local copy and upload it as a new version. Rio keeps an uneditable record of all uploaded documents.