Files

The Files Module is represented by a briefcase icon, and is where users can access all the files that have been uploaded and shared with the user.

Files Apply Labels to Files

Labels can be applied to files to help you organize and filter files. There are few ways you can apply labels to files, as further detailed below.

To apply or remove a label to files:

  1. Navigate to the   Files module and select All Files
  2. Click the checkbox on the left hand-side of the file or files you wish to apply/remove labels from
  3. Click the  Label Selected button that will appear on top of the files grid
  4. Apply Labels: click to select the name of the label, or enter the name of the label you wish to apply to the file(s) selected. Enter as many labels as needed
  5. Remove Labels: click to select the name of the label, or enter the name of the label you wish to remove from the file(s) selected. Enter as many labels as needed
  6. Click Apply Label Changes

To apply or remove a label to a file from the files grid view:

  1. Navigate to the  Files module and select All Files
  2. Click the label icon within the file Labels column
  3. Click to select the label you wish to apply to the file
  4. Click the x on the label you wish to remove from the file

To apply or remove a label to a file from the File Details page:

  1. Navigate to the  Files module and select All Files
  2. Click the file name under the File Name column
  3. Click File Labels and click to select the name, or enter the name of the label you wish to apply to the file
  4. Click the x on the label you wish to remove from the file

Files Create and Use Saved Filters

You can create and store your search specifications by creating custom filters within the  Files module.

  1. Start by applying any set of filters and optionally adding or removing columns
  2. Click on the Save this view as a filter button
  3. Under Save current search values to filter choose an existing saved filter to overwrite, or select New Filter to create a new filter
  4. Give your filter a name and choose whether or not you want coworkers to be able to see and add that same filter to their account
  5. Click Save

You can save multiple filters to allow for faster searching on files that you are always viewing. When you want to bring up a saved filter:

  1. Click the Filters tab on the top left of the page
  2. Click the Saved Filters  button
  3. Select the filter you wish to apply

You’ll see the Filter  icon next to whichever one is currently selected.

Files Delete a File

To delete a file:

  1. Navigate to the  Files module and select All Files
  2. Click on the file you wish to delete
  3. Click  Delete File

Please note that a file classified as a Medical Record cannot be deleted, unless it’s a Note & Form file, which can be deleted by the organization account.

Files Files Module Navigation Menu

When navigating to the  Files module, the main drop-down menu has the following options to help you access and manage your files:

  • Upload Files: select to upload a file
  • Create a New Authorization: select to create a new client authorization
  • All Files: select to view all files
  • New Files (x): select to view all new files you have not opened nor viewed before
  • Shared with Me: select to view all files that have been shared with you
  • Owned by Me: select to view all the files that you own
  • Uploaded by Me: select to view all the files uploaded by you
  • Authorization Templates: select to view and create authorization templates
  • Document Management
    • Document Templates: select to view and create document templates
    • Document Management Report: select to view document reports
  • Clear New File Notifications: select to remove the new files red notification shown within the  Files module in the main navigation bar

Files Finding the File ID Number

The file ID number, sometimes referred to as the “resource number,” is a unique identifier given to each file within CentralReach. To locate the file ID:

  1. Navigate to the  Files module
  2. Search for the authorization file
  3. The file ID number is located in two places:

Files How to Download your Files List

CentralReach allows you to download a list of files that includes details such as the file owner, creation date, authorization details, and more. If you want to download a list of files and their details:

  1. Navigate to the  Files module
  2. Filter the page by the files you wish to export to a spreadsheet or text file
  3. Click on the Export  button on the top right of the page and select CSV for a spreadsheet, or Text File
  4. You’ll receive a message that your export has begun. Click the Go To Files button
  5. If you don’t see the file you may need to wait a few minutes. Once the files export appears, click on it
  6. Click on the  Download File button, then click the link that appears just below to save to your device

Files Medical Records

Medical records are files that cannot be edited or deleted in order to protect client data. This is to comply with HIPAA policy regarding data retention. The only type of medical record that can be deleted is a note/form, and it can only be deleted by the organization admin account. Medical Records will have a lock  symbol next to the file icon.

To classify a file as a medical record:

  1. Navigate to the  Files module and click on one of your files
  2. Next to the Medical Record field, click the slider so that it turns green
  3. Click Save File

Signing a note/form will also lock the file as a medical record.

As the organization admin account you can delete a locked note/form:

  1. Navigate to the  Files module and click on one of your files
  2. Click the  Delete File button

 

Files New File Notifications

You may notice a red number next to the  Files module . This indicates that new files have been shared with you. To filter by just those new files, navigate to the  Files module and select Shared with me.

The following page will show a list of files you have never opened, sorted from newest to oldest. As you open each new file, the New tag will be removed. If you wish to clear all new file notifications navigate to the  Files module and select Clear New File Notifications.

Files Previewing a File

When searching for a specific file, it is helpful to preview documents from the files list.

To preview a file:

  1. Navigate to the  Files module
  2. Click the Preview button of the file you want to view to the right of the File Name column

Please note, not all file types can be previewed. Common file types that can be previewed are PDFs, Images, Videos, Notes/Forms, etc.

To preview a file after opening it:

  1. Click on the file you want to view
  2. From the File Details page, click the Preview File button near the top right of the page

Files Rename a File

If you are the original file uploader, or have the (Files > Manage) permission, you can rename a file that is not an authorization. You will need both the (Files > Manage) and (Authorizations > Manage) permissions to edit an authorization file. Please note, regardless of your permissions, you cannot rename files that are classified as a medical record.

To rename a file:

  1. Navigate to the  Files module and select Files
  2. Click on the file you want to rename and it will bring you to the File Details
  3. Next to the File Name field, click on the Edit  icon
  4. Type in a new name for the file and click Save File

Files Searching for “Creator” or “Contact”

When searching for files by the contact’s name in the  Files module, you will see that there are two choices for search options.

  • Creator: Use this option to search all files that were created/uploaded by this contact
  • Contact: Use this option to search all files that were uploaded on behalf of this contact

Files Sharing and Unsharing Files

Files can be shared or unshared with users or contact labels. Files can be shared with users when the file is uploaded to CentralReach, or after the file is uploaded. The following rules apply to file sharing, which are designed to protect files in CentralReach:

  1. Files can be shared directly with contacts connected to the user who owns the file
  2. Files can also be shared with contact labels. If contact label contacts are not connected to the owner of the file, they will be able to view the shared file, but will not be able to access the file owner account information
  3. Files uploaded and classified as a Medical Record, are automatically shared with the contact identified as the owner of the file
  4. Files uploaded that are not classified as Medical Records, are not automatically shared with the contact identified as the owner of the file
  5. When a Medical Record file is shared with a contact or contact label, the file can’t be unshared with the contact
  6. To share files classified as Medical Records, you must acknowledge you have permission to share the file before sharing it

To share/unshare a file after its been uploaded to CentralReach:

  1. Navigate to the  Files module and select All Files
  2. Click the file you wish to share/unshare
  3. To share the file:
    • Click the Share tab on top of the File Details screen
    • Enter the name of the contact or contact label you want to share the file with. When sharing the file with individual contacts, the contacts must be connected to the owner of the file to be able to share the file
    • If you are sharing a file classified as a Medical Record, click the checkbox  I have all necessary consent permissions to share this Medical Record to confirm you have the file owner’s approval to share the file
      • Once a Medical Record file is shared with a contact, it can’t be unshared
    • Click Share File
    • If you are sharing a non-medical record file with the owner of the file, click Share File with Owner
  4. To unshare a file:
    • Click the trashcan icon next to the contact name under the Currently shared with: list of contacts
    • The trashcan icon won’t be available to unshare Medical Record files, as medical records cannot be unshared

Files Upload a New Version of a File

To upload a new version of a file:

  1. Navigate to the  Files module and click on the file you want to update
  2. Click the  Previous Versions button
  3. Click  Choose a File and select a file from your device
  4. If you want the name of the file from your computer to override the name of the file on CR, select the checkbox  next to New file name overrides saved file name
  5. Click  Upload

CentralReach stores all previous versions of every file. You can access them by clicking on the  Previous Versions button.

Note: you will only see the option to upload a new version of a file if you are the original uploader of the document, or if you have Manage Resources permission.

Files Uploading Files

To upload new files to CentralReach:

  1. Click the  Files module, then Upload Files
  2. Choose whether you’re uploading a file to your account or to someone else’s
  3. If you choose to upload to someone else’s account, search for and select that person. Choose if you want to also share the file with that person
  4. If you select Lock File(s) after uploading, the file will immediately become a medical record and will not be editable
  5. Next, click and drag a file from your computer into the dotted box , titled Drop files here to upload, or click on the box to search your computer for a file. Please keep in mind that you can only upload up to 20 files at a time
    • There are no limits to file storage within CentralReach. You can store as much as you need without any additional charges or data caps
  6. Each file will automatically retain the file name from your computer, unless you choose the Override Filename option. You’ll then be able to manually name the file(s) and add a description

 

Files How to View and Download Files

To view and download files from CentralReach:

  1. Navigate to the  Files module and select one of the following:
    • All Files: will show all the files you own, files you have uploaded, and files shared with you
    • New Files: will show all the files you own, files you have uploaded, and files shared with you that you have not yet previewed
    • Shared with Me: will show all the files that have been shared with you
    • Owned by Me: will show all the files you own
    • Uploaded by Me: will show all the files you have uploaded
  2. To view a file, click the Preview button next to the file name
    • If you receive a Preview Generation pop-up, pertaining to errors converting the file, click Generate to run the preview process and be able to preview your file
    • If there is no preview button, it’s because the document can’t be previewed. Go to step 3 to below to proceed
  3. To download a file, click the file name link under the File Name column to access the file details page. To be able to download files, you must have permission to download files
    • Click Download File
    • Click the link generated under the Download Link section

To learn about the permission to download files, click here.

Files Understanding the Files Module

The  Files module is the centralized location in CentralReach, where you will access and manage all the documents and reports generated or uploaded across all modules and product features, such as videos or images loaded during a Session, Notes & Forms clinical documentation, Receivables report, attachments added via Tasks, and more.

Additionally, the  Files module is where you will configure and upload client Authorizations and manage your employee documents, if subscribed to the Document Management feature.

Files / Learn / Permissions Disable Permission to Download File

To disable an employees’ ability to download files from the  Files module, the organization account must remove the permission from the employee.

To remove the permission to download files:

  1. Navigate to the  Permissions module
    • To remove the permission from a group:
      • Select the permission group or search for the group on the top search bar
      • Click the Permissions tab
      • Click Files
      • Click the green checkmark next to (Files > Download) and turn it to a grey x
        • To grant access to download files, click the grey x of (Files > Download) to turn it into a green checkmark
      • This removes the permission from everyone in this permission group
    • To remove the permission to download files from a specific employee:
      • Click Review Employee Permissions on the top of the permission groups
      • Enter the employee name
      • Click Files
      • Go to the (Files > Download) permission and click View Group Membership to view the group(s) that are granting this permission to the employee
      • Click the permission group you want to remove the employee from, disabling the ability to download files in the  Files module. You will then be redirected to that permission group’s Users tab
      • Check the employee name you want to remove from the group and click the Remove Selected button

Files Files Module Grid

The  Files module grid provides you a quick overview of your files and their information. The grid can be customized with columns based on your needs, and filters can be applied to view files by type.

To customize the files grid:

  1. Navigate to the  Files module and select All Files
    • When selecting New Files, Shared with Me, Owned by Me, or Uploaded by Me, the files will be filtered based on the selected option, and the options defined below will still be available to further customize your files grid view
  2. Click the checkbox  on top of the grid to select all files on your view, or click the checkbox on the first column of the grid to select specific files or a group of files. Then, click the options displayed on top of the grid to:
    • Label Selected: click to apply labels to the file or files selected
    • Share Selected: click to share the file or files selected with other users
  3. Click the options on top of the grid to filter files and customize your view as follows:
    • All: click to display all the files you have access to
    • New: click to filter only your new files, which you have not yet viewed
    • Authorized: click to filter only authorization files
    • : click to refresh the files grid
    • : click to download a report of the grid view in CSV or text format
    • : click to customize the columns displayed on the grid as follows
      • Click or unclick the checkboxes to add or remove any of the following items from the files grid:
        • Type: icon representing the file type (video, PDF, report, etc.)
        • Id: identification number assigned to the file by CentralReach
        • File Name: name assigned to the file
        • Labels: labels assigned to the file
        • Size: size of the file
        • Uploaded by: name of the user who uploaded the file
        • Owned by: name of the user who owns the file. The location selected when uploading a file (To my account or To someone else’s account) determines the file owner contact name
        • Added: the date when the file was uploaded in CentralReach
        • Added Via: the module from where the file was uploaded to CentralReach
        • Verified By: applicable to authorization files only, and provides the name of the user who verified the authorization file
        • Verified On: applicable to authorization files only, and provides the date when an authorization file was verified
        • Verification Description: applicable to authorization files only, and provides the description entered when the authorization was verified
        • Classification: document classification as per the Document Management feature
        • Auth Start: applicable to authorization files only. Global authorization start date.
        • Auth End: applicable to authorization files only. Global authorization end date.
  4. X per page : click to select how many files to display on your view
  5. Next  Previous: click to go to the next screen or the previous screen respectively
  6. : click the top left filters icon to expand the left hand-side panel and apply additional labels and filters to your file grid view

Billing / Billing / Filters / Claims / Claims / Claims Manager / Files How to Access Claim Export File(s)

To view and access claim paper export file(s):

  1. Navigate to the  Billing module and select Billing
  2. Search for the billing entry
  3. Click the Settings Cog icon on the right hand-side of the billing entry
    1. If the claim was just generated:
      • Select X Claims Generated (view claims) in the drop-down menu
      • The claim page will open with the claim details
      • Click X times  under the Export column
    2.  If the claim was generated more than 15 minutes ago:
      • Select X Claims Exported (view files) in the drop-down menu

5. The claim export files page will open within the  Files module, displaying the claim file(s) export(s) available for the claim

6. Click the file you want to view or download under the File Name column

7. Click the  Download File button, to download the file, or Preview to review the file details