Overview
bLIS supports file uploads for attaching documents, external results, and reports to subjects and accessions. This allows you to maintain a complete patient record including scanned documents, reference lab PDFs, and other supporting materials.
Upload Types
bLIS supports three types of uploads:
| Type | Purpose | Common Files |
|---|
| DOCUMENT | General documents and forms | Requisitions, consent forms, insurance cards |
| RESULTS | External test results | Reference lab PDFs, radiology reports |
| REPORT | Final laboratory reports | Completed test reports, amended reports |
Upload Fields
Each upload stores:
| Field | Description |
|---|
| Name | Original filename |
| File Path | Storage location on server |
| Size | File size in bytes |
| MIME Type | File format (e.g., “application/pdf”) |
| Type | Upload category (DOCUMENT, RESULTS, or REPORT) |
| Subject ID | Patient/donor this file belongs to |
| Accession ID | (Optional) Specific accession |
| Created At | Upload timestamp |
| Created By | User who uploaded the file |
| Send Notification | Whether to notify on upload |
Uploading Files
Via Accession Detail
- Open the accession
- Go to the Files tab
- Click Upload File
- Select file type (Document, Results, or Report)
- Choose file from your computer
- Optionally check Send Notification to alert stakeholders
- Click Upload
The file is immediately available in the accession record.
Via Subject Record
- Navigate to the subject/patient
- Go to Documents section
- Click Add Document
- Select upload type
- Choose file
- Upload completes
Files uploaded at the subject level are available across all accessions for that patient.
Upload documents at the subject level for items that apply to multiple accessions (insurance cards, consent forms). Upload results at the accession level for test-specific documents.
Supported File Types
- PDF (
.pdf): Best for scanned documents and reports
- Images (
.jpg, .png, .tiff): Photos, scanned images
- Text (
.txt, .csv): Data files, result lists
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
Very large files (>25 MB) may cause upload timeouts. Compress PDFs or reduce image resolution if possible.
Use Cases
Reference Laboratory Results
When sending tests to reference labs:
- Create the accession in bLIS
- Send sample to reference lab
- When results arrive (email, fax, portal):
- Download the PDF/report
- Upload as RESULTS type to the accession
- Optionally enable Send Notification to alert pathologist
- Review and finalize as needed
Scanned Requisitions
For paper-based requisitions:
- Scan the requisition form
- Create accession in bLIS
- Upload scanned requisition as DOCUMENT
- File is available for reference if questions arise
External Reports
When importing results from other systems:
- Export report from external system
- Upload as REPORT type
- Link to appropriate accession
- Results are preserved even if external system purges data
Supporting Documentation
Attach supporting materials:
- Insurance authorization forms → DOCUMENT
- Previous test results for comparison → RESULTS
- Physician orders or notes → DOCUMENT
- Imaging reports for correlation → RESULTS
Viewing Uploaded Files
In Accession View
All files attached to an accession appear in the Files tab:
- Organized by upload type
- Sortable by date or name
- Click to download/view
- Shows who uploaded and when
In Subject View
All files for a patient across all accessions:
- Grouped by accession (if applicable)
- Includes subject-level documents
- Timeline view shows upload history
Notifications
When uploading files, you can trigger email notifications:
- Check Send Report Notification when uploading
- Configured recipients receive email alert
- Email includes:
- Subject/patient identifier
- Accession number
- Upload type
- Link to view file
Notification recipients are configured per organization in Administration → Notifications. Only users with “REPORT” notification type enabled will receive alerts.
Managing Uploads
Deleting Files
To remove an uploaded file:
- Navigate to the file in accession or subject view
- Click Delete or trash icon
- Confirm deletion
Deleted files are permanently removed. Ensure you have backups before deleting important documents.
Replacing Files
To update or replace a file:
- Upload the new version
- Delete the old version (if needed)
- Both versions remain in audit log
There’s no automatic versioning - use clear filenames to distinguish versions (e.g., “Report_v2.pdf”).
Bulk Uploads
For uploading multiple files at once:
- 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
File Storage
Where Files Are Stored
Uploaded 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
Security
File access is controlled by:
- User authentication (must be logged in)
- Organization access (can only see files for allowed orgs)
- Role permissions (read-only users cannot upload)
Files are:
- Not publicly accessible via URL
- Served only to authenticated users
- Protected by application-level security
Backup and Retention
Upload files should be:
- Included in regular system backups
- Retained according to regulatory requirements (typically 7+ years)
- Archived when old accessions are archived
- Protected from accidental deletion
Check with your administrator for specific backup policies.
API Upload
For programmatic uploads via API:
# 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
See API documentation for full endpoint details.
Best Practices
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
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
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
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
Troubleshooting
Upload Fails or Times Out
Causes:
- File too large
- Network connection interrupted
- Server storage full
- Invalid file format
Solutions:
- Compress the file and try again
- Check internet connection
- Contact administrator if server issues
- Verify file format is supported
Cannot See Uploaded File
Check:
- 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
Wrong File Uploaded
Resolution:
- Upload the correct file
- Delete the incorrect file
- Action is logged in audit trail
- Notify supervisor if error affects patient care
Notification Not Sent
Verify:
- “Send Report Notification” was checked during upload
- Organization has notification recipients configured
- Notification type includes REPORT
- Email addresses are correct
Check Administration → Notifications to review delivery status.
Regulatory Considerations
CLIA/CAP Requirements
Maintain documentation:
- Reference lab results and certifications
- QC documentation
- Proficiency testing results
- Instrument maintenance records
Upload these as DOCUMENT or RESULTS type for easy access during inspections.
HIPAA Compliance
Uploaded files may contain PHI:
- Ensure secure transmission (HTTPS)
- Control access via user permissions
- Include in security risk assessments
- Log all file access for audit purposes
Retention Requirements
Different file types may have different retention periods:
- Laboratory reports: Typically 7-10 years minimum
- QC records: 2-3 years minimum
- Requisitions: 7 years minimum
- Insurance documents: Per payer requirements
Consult regulatory requirements for your jurisdiction.
