Rio allows documents to be locked to prevent further changes, and removed from a patient record when they are no longer needed. Both actions are controlled and require the appropriate permissions.
Lock a document
Locking a document prevents anyone from editing its details, adding new versions, or removing it from the patient record. Use this when a document is complete and should not be changed.
⚠️ Important: Locking a document is permanent. Once locked, only a system administrator can make changes.
Open the patient record in Rio.
Open the Documents screen.
Locate the document and click its title to open it.
Click Lock document.
Confirm the action when prompted.
The document is now locked. A lock icon appears next to it in the document list.
What happens when a document is locked
The document details (title, type, date, version) cannot be edited.
No new versions can be uploaded.
The document cannot be removed from the patient record.
Any links to clinical events (referrals, admissions, discharges, etc.) cannot be removed.
If you need to make changes to a locked document, contact your system administrator.
Remove a document
Removing a document from a patient record is a controlled action. It does not permanently delete the document, Rio retains a record of all removed documents for audit purposes.
⚠️ Important: You cannot remove a locked document. Locked documents can only be managed by a system administrator.
Open the patient record in Rio.
Open the Documents screen.
Locate the document you want to remove.
Click Remove next to the document.
Enter a reason for the removal.
Click Confirm.
The document is removed from the active document list. It remains visible in the audit trail.
View removed documents
Removed documents are not permanently deleted. You can view them in the audit trail if needed.
Open the Documents screen for the patient.
Toggle the view to include Removed documents.
Removed documents are displayed with a removed status indicator.
📌 Note: You cannot restore a removed document yourself. If a document has been removed in error, contact your system administrator.