Sign in to Records
Sign in to PayrollWhere to find it
Files → New file
The list shows only files from the current clinic. You can keep another clinic in a separate tab: opening a file, going back or reloading preserves each tab’s clinic.
Creating the file and receiving its documents are steps in the same process. If a notice says the work could not finish, check that notice before creating another file or uploading the same documents again.
Search shows possible matches. After you select one, the confirmation explains where the record will be created and how existing documents can be reused. For a different person, continue registration; if you cannot find them, upload their documents.
- Check “Created in”: this agency remains the destination.
- Under “Existing file”, choose “Search another clinic” for someone in another agency in your account, or “Upload their documents” when bringing their documents.
- “New registration” also suggests matches as you type. You confirm who the person is; matching names never merge people automatically.
- Open the existing local file. If archived, confirm restoration. If two files exist without a link, select the local one and confirm they belong to the same person.
- For new internal workers, declare how they work in this agency. Software access does not establish employment.
Cross-agency options appear when the account has more than one linked agency. A file creator can find identities within the account without general access to files in the other agency. Their own file remains excluded.
Place incoming documents in the agency that received them. Once placed, eligible personal documents appear in the corresponding rows of the other linked files. Their document review is retained: sharing a pending original does not approve it. Each agency evaluates its own requirements. Contracts exclusive to another agency, its signatures, notes and patient documents are not incorporated. Shared originals retain their content and letterhead.
Common rows show the same original document, review and expiry in authorized agencies. Each original appears only once within the row, even when several agencies use it; distinct documents remain separate. Only rows configured for monitoring generate expiry alerts. A monitored license uses its expiration date even without a fixed renewal cycle. Archive rows retain their no-monitoring policy. You can work on that row from either agency. If one agency has already requested the document, the other sees the existing request. The worker submits it once and the review appears in both.
Expiry notices also include documents that are still current. The agency receives a summary of items due in seven days and newly expired items. Filed originals are counted through their requirements without also counting the same file. Automatic renewal requests save their pending email together with the request; failed delivery is retried, and the office is notified if it cannot be completed.
Discarding a document updates the open views that use it, including the papers awaiting placement. For a shared original, the change reaches authorized records. Documents belonging exclusively to another agency remain separate.
The row determines what is shared. Shared rows use authorized personal documents such as licenses, certificates and physical exams. Agency-specific rows remain separate even when a signed PDF is uploaded: uploading it does not make it shared. Forms filled out, completed or signed in the system must be completed again for each agency, in the office or worker portal, without importing another agency’s answers or signatures.