Document checklist and consents
The patient's KYC, medical and consent document checklist - statuses, partner documents, uploading and replacing files, and generated documents.
Every patient has a document checklist: the identity proofs, medical records and consent forms your hospital needs before treatment. Staff see it on the patient's Profile & Documents tab, upload files against each item, and can tell at a glance what is still missing. This page is for front-desk staff, doctors, nurses and counsellors. Administrators who define the checklist should also read Document requirements and verification.
Where to find it
Open the patient's Profile & Documents tab, from the consultation workspace or from the patient's profile under All Patients (see The patient profile). It has four sub-tabs:
Sub-tab | Contents |
|---|---|
Profile Info | Personal details, address and emergency contact |
KYC | KYC & Medical Documents: identity proofs, treatment reports and closure documents |
Consent Forms | Treatment, procedure and privacy consents |
Financial | Recent invoices and receipts |
You can also add any document from the Medical History tab of a clinical workspace with Upload Document.
How the checklist is built
Your administrator defines checklist sections and the document slots in each, under SettingsPlatform ConfigurationDocument Requirements. For each patient, LeapHealthOS shows every slot that applies:
- slots that apply to all journeys, plus slots for any journey the patient is actively on;
- slots for the patient, and slots for their registered partner (a husband or wife relationship) where the requirement is for the partner.
Which sub-tab a section appears on depends on the Code the administrator gives the section on the Document Requirements screen:
Code entered for the section | Appears on |
|---|---|
| The KYC sub-tab |
| The Consent Forms sub-tab |
A section with any other code does not appear on the patient's Profile & Documents tab, so administrators should use these codes.
Checklist statuses
Status | Meaning |
|---|---|
Missing | Nothing has been uploaded for this slot |
Pending verification | A file is uploaded but nobody has verified it |
Verified | Enough verified files are on file (some slots need more than one, for example front and back of an ID) |
Rejected | A file was rejected, with a reason |
Expired | The file is past its expiry date, or older than the slot's Goes stale after (days) limit |
Slots marked Optional are not counted as outstanding. Some slots are grouped so that any one of them is enough (for example any one photo ID).
At the top of the KYC sub-tab, a banner summarises what is outstanding, for example 1 rejected · 2 missing — 3 documents needed before procedure. The Consent Forms sub-tab shows a line such as 4 total · 2 signed · 1 awaiting · 1 missing.
Partner documents show the partner's name next to the slot label, for example Aadhaar card (Priya Sharma). You can only upload to a partner slot once the partner is registered and linked to the patient.
Signed consents. Consents that the patient signs electronically through a journey are added to the Consent Forms section automatically and count as verified. See What patients receive: messages, action links and signing.
Documents cannot be verified or rejected in the app
LeapHealthOS has no button to verify or reject an uploaded document. Files that staff upload stay Pending verification, so slots do not turn Verified on their own. The banner's needed before procedure count will include these slots. Agree with your administrator how verification is recorded until a screen is available.
Uploading a document
Open the upload dialog
Front desk, nurse, doctor or counsellorOn the KYC sub-tab click Upload document, or on the Consent Forms sub-tab click Upload consent. You can also click a Missing row to upload straight into that slot.
Expected result: The Upload Document dialog opens.
Add the files
Drag files into the dialog or click to browse. On a phone or tablet, use Take photo to capture a document with the camera. Use + Add More to add further files. Images, PDF, Word and Excel files are accepted.
Describe the document
Choose the Document Category. Optionally add a Document Name (optional) and Description (optional).
Upload
Click Upload (it shows the number of files).
Expected result: You see a message such as 2 documents uploaded successfully. If only some succeed you see, for example, 1 of 2 documents uploaded.
Document categories are listed in SettingsPlatform ConfigurationTenant Registry under Document Categories; see Tenant registry and vocabularies. A category can also be limited to certain file types and a maximum file size; there is no screen for these limits, so ask your implementation team. A file of the wrong type or size for its category is refused.
The DOCUMENT category must exist
A file uploaded without a checklist slot (for example from Medical History) is filed under the document category whose Code is DOCUMENT. If Document Categories in Tenant Registry has no active entry with that code, the upload fails. Ask your administrator to add it.
Viewing, downloading and replacing
Each row on the checklist shows the file type, the upload date and its status, with these actions:
- View opens the file. When there is more than one, the button shows the count, for example View (2).
- Download saves a copy.
- Replace opens the dialog as Replace Document. The new file takes the old one's place and the old file is retired. You see Document replaced successfully.
Documents LeapHealthOS adds for you
Document | When it is added | Status |
|---|---|---|
Prescription PDF | When a prescription is issued | Verified |
Report PDF | When a lab report is delivered | Verified |
Signed consent | When the patient completes electronic signing | Verified |
These appear in the patient's documents and in Medical History alongside uploaded files.
Expiry dates and tags
Documents can carry an expiry date and tags, but there is no field to enter them in the upload dialog today. Expiry on the checklist therefore usually comes from the slot's Goes stale after (days) setting on the Document Requirements screen.
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