Upload a Document to Encrypted Storage

Who / when: a clinician or nurse (and, in their own corners, the front desk, ward, theatre and maternity teams) any time you need to attach a file to a patient — a scanned consent form, an outside lab report, a referral letter, an ID photo or an ECG tracing. Veona keeps every uploaded file in one shared, encrypted file service that the whole product uses. You do the everyday thing — drag a file in — and behind the scenes it is encrypted at rest with your facility’s own key, its true file type is checked, and it is filed against the patient. When anyone later downloads it, it comes back byte-for-byte identical to what you uploaded.

A word on the privacy behind this. Every patient file is encrypted with your facility’s own DEK (Data Encryption Key, a unique key per tenant) before it ever touches disk. One facility’s key can never unlock another’s files, and the stored bytes are unreadable without that key — so even a stolen disk yields nothing. You don’t manage any of this; you just upload, and the protection is automatic. See Store Encrypted Files Used Everywhere for how the same service backs documents, imaging and generated PDFs across Veona.

1. Clinician / Nurse — open the patient’s chart, then open the Chart → Documents tab. It is described on screen as the patient’s “Scanned forms, consents, referrals and reports” and lists every file already held for them. (If you reach Documents from a single visit instead of the whole chart, it scopes to that encounter — same uploader, same rules.)
2. Clinician / Nurse — drag your file onto the dropzone that reads “Drag files here, or”, or press “Browse files” to pick it from your computer. On a phone or tablet you may also see “Take photo” to capture a document with the camera. Accepted types and size are shown right there: “JPG, PNG or PDF, up to 25 MB.”
3. Clinician / Nurse — watch the small progress bar for the file. It counts up and then reads “Done” when the upload has finished and been stored. If something is wrong with the file (an unsupported type, or it is too large) the row turns red and tells you why, so you can fix it and try again.
4. Clinician / Nurse — the file now appears in the list immediately, with its name, type and when it was added. Press a file to preview it in place, or use its download action to retrieve the original. To find an older file quickly, use the “Search files…” box at the top of the list.

Note

Veona checks the real type of every file securely, not just its name — so a file renamed to end in .pdf that is actually something else is caught and rejected. This check, together with the 25 MB cap, keeps the document store clean and safe for everyone who reads from it later.

Tip

The exact same Documents uploader appears across the product — on a referral, a queue ticket, a theatre case, a maternity record and more (fourteen surfaces in all). Wherever you see the “Drag files here, or” dropzone, it is this one encrypted file service underneath, behaving identically. Learn it once and you know it everywhere.

Caution

You can upload and download patient documents, but you cannot permanently delete or purge them — removing files, retention rules, quotas and legal holds are reserved to an Administrator (managed under Admin → Storage and Admin → Storage Governance). This is deliberate: a clinical document, once filed, is part of the record and is not silently erasable. Every upload and download is written to the tamper-evident audit trail.

What happens next: the file is now part of the patient’s permanent record, encrypted at rest and available to anyone with the right to read it — the chart, a report bundle, the patient’s portal where appropriate. When it is downloaded, the file service decrypts it on the way out and hands back the exact original bytes you uploaded; a PDF you put in comes out as the identical PDF, unchanged. Nothing about the document ever leaves your facility unencrypted, and every time it is touched is recorded.

Follow the trail

• Related: Store Encrypted Files Used Everywhere
• Related: Download Documents From the Portal