File Uploads

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Overview

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Upload Types

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Upload Fields

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Uploading Files

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Via Accession Detail

1. Open the accession
2. Go to the Files tab
3. Click Upload File
4. Select file type (Document, Results, or Report)
5. Choose file from your computer
6. Optionally check Send Notification to alert stakeholders
7. Click Upload

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Via Subject Record

1. Navigate to the subject/patient
2. Go to Documents section
3. Click Add Document
4. Select upload type
5. Choose file
6. Upload completes

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Supported File Types

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Recommended Formats

• PDF (.pdf): Best for scanned documents and reports
• Images (.jpg, .png, .tiff): Photos, scanned images
• Text (.txt, .csv): Data files, result lists

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File Size Limits

• Maximum file size: Typically 10-25 MB per file
• For large files, consider compression or splitting
• Contact administrator if limits need adjustment

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Use Cases

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Reference Laboratory Results

1. Create the accession in bLIS
2. Send sample to reference lab
3. When results arrive (email, fax, portal):
   • Download the PDF/report
   • Upload as RESULTS type to the accession
4. Optionally enable Send Notification to alert pathologist
5. Review and finalize as needed

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Scanned Requisitions

1. Scan the requisition form
2. Create accession in bLIS
3. Upload scanned requisition as DOCUMENT
4. File is available for reference if questions arise

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External Reports

1. Export report from external system
2. Upload as REPORT type
3. Link to appropriate accession
4. Results are preserved even if external system purges data

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Supporting Documentation

• Insurance authorization forms → DOCUMENT
• Previous test results for comparison → RESULTS
• Physician orders or notes → DOCUMENT
• Imaging reports for correlation → RESULTS

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Viewing Uploaded Files

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In Accession View

• Organized by upload type
• Sortable by date or name
• Click to download/view
• Shows who uploaded and when

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In Subject View

• Grouped by accession (if applicable)
• Includes subject-level documents
• Timeline view shows upload history

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Notifications

1. Check Send Report Notification when uploading
2. Configured recipients receive email alert
3. Email includes:
   • Subject/patient identifier
   • Accession number
   • Upload type
   • Link to view file

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Managing Uploads

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Deleting Files

1. Navigate to the file in accession or subject view
2. Click Delete or trash icon
3. Confirm deletion

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Replacing Files

1. Upload the new version
2. Delete the old version (if needed)
3. Both versions remain in audit log

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Bulk Uploads

• Some interfaces support drag-and-drop of multiple files
• Files are processed sequentially
• Each file gets its own upload record
• All inherit the same upload type

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File Storage

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Where Files Are Stored

• On the bLIS server filesystem (not in database)
• Path stored in filePath field
• Organized by date or accession number
• Backed up according to system backup schedule

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Security

• User authentication (must be logged in)
• Organization access (can only see files for allowed orgs)
• Role permissions (read-only users cannot upload)

• Not publicly accessible via URL
• Served only to authenticated users
• Protected by application-level security

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Backup and Retention

• Included in regular system backups
• Retained according to regulatory requirements (typically 7+ years)
• Archived when old accessions are archived
• Protected from accidental deletion

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API Upload

# Example: Upload a PDF result
curl -X POST https://your-tenant.blis.app/api/uploads \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -F "file=@results.pdf" \
  -F "type=RESULTS" \
  -F "subjectId=12345" \
  -F "accessionId=67890" \
  -F "sendReportNotification=false"

• All upload types
• Notification triggering
• Metadata specification
• Batch processing

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Best Practices

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Organization

• Use consistent naming conventions for uploaded files
• Include dates in filenames (e.g., “RefLab_2026-02-15.pdf”)
• Choose appropriate upload type (DOCUMENT vs RESULTS vs REPORT)
• Delete duplicate or obsolete files promptly

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Quality

• Upload high-quality scans (300 DPI minimum for text)
• Use PDF format for multi-page documents
• Compress large files before uploading
• Verify files are readable before uploading

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Compliance

• Don’t upload files containing unrelated patient information
• Ensure uploaded results match the correct patient
• Include all relevant documentation for accessions
• Maintain uploaded files for required retention period

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Workflow

• Upload reference lab results as soon as received
• Attach requisitions at accession creation
• Enable notifications for urgent results
• Review uploaded files before finalizing accessions

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Troubleshooting

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Upload Fails or Times Out

• File too large
• Network connection interrupted
• Server storage full
• Invalid file format

• Compress the file and try again
• Check internet connection
• Contact administrator if server issues
• Verify file format is supported

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Cannot See Uploaded File

• User has access to the accession’s organization
• File was uploaded to correct accession/subject
• User role has file viewing permissions
• File upload actually completed successfully

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Wrong File Uploaded

1. Upload the correct file
2. Delete the incorrect file
3. Action is logged in audit trail
4. Notify supervisor if error affects patient care

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Notification Not Sent

• “Send Report Notification” was checked during upload
• Organization has notification recipients configured
• Notification type includes REPORT
• Email addresses are correct

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Regulatory Considerations

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CLIA/CAP Requirements

• Reference lab results and certifications
• QC documentation
• Proficiency testing results
• Instrument maintenance records

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HIPAA Compliance

• Ensure secure transmission (HTTPS)
• Control access via user permissions
• Include in security risk assessments
• Log all file access for audit purposes

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Retention Requirements

• Laboratory reports: Typically 7-10 years minimum
• QC records: 2-3 years minimum
• Requisitions: 7 years minimum
• Insurance documents: Per payer requirements