Rio gives you three ways to upload documents to a patient record. The method you use depends on how many documents you are uploading and whether you are working from within the patient record or from a shared folder.
Before you upload
Check the following before uploading a document:
The file must be in PDF or DOCX format. Other file types are not accepted.
You need the correct permissions to upload documents. If you cannot see the upload option, contact your system administrator.
Decide whether the document should be uploaded as Draft or Final. See Understanding draft and final documents in Rio for guidance.
Upload an individual document
Use this method when you are uploading a single document directly from within a patient record.
Open the patient record in Rio.
Open the Documents screen.
Click Add Document.
Click Browse and select the file from your computer.
Complete the required fields:
Document title
Document type
Document date
Version (Draft or Final)
Click Save Document Details.
The document is now attached to the patient record.
Upload using Rio Drop Zone
Use this method when you want to upload a document to a patient record without opening the record first. This is useful when scanning or printing directly to Rio.
Open the Rio Drop Zone from the main menu.
Drag and drop your file into the Drop Zone, or click Browse to select it.
Search for the patient using their name or NHS number.
Select the correct patient from the results.
Complete the required fields:
Document title
Document type
Document date
Version (Draft or Final)
Click Save Document Details.
đ Note: Documents uploaded via the Drop Zone are attached to the patient record but are not automatically linked to a clinical event. You can link them later from within the patient record.
Batch upload
Use this method when you need to upload multiple documents at once. Batch upload is typically used by administrators or teams processing large volumes of scanned documents.
â ď¸Warning: Batch upload requires specific permissions. If you do not have access to this feature, speak to your system administrator.
Prepare your files in a designated upload folder.
Open the Batch Upload screen from the main menu.
Select the folder containing your documents.
Rio will display a list of files ready to process.
Assign each document to the correct patient and complete the required fields.
Click Process Batch to upload all documents.
After uploading
Once a document is uploaded:
It appears in the Documents screen of the patient record.
If uploaded as Final, it is immediately available to link to clinical events.
If uploaded as Draft, you can promote it to final at any time. See Understanding draft and final documents in Rio for steps.