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How do I upload my client's medical documents for the Concierge Service?
How do I upload my client's medical documents for the Concierge Service?

A few quick steps to get your client's medical records uploaded to the Heads Up Concierge Service...

Brian Haltom avatar
Written by Brian Haltom
Updated over 3 months ago

Hey, Pros!

In this article, we will show you how to securely upload your client's documents using the new and improved Import Data feature.

Uploading documents to the Concierge Transcription Service allows Heads Up to securely and efficiently transcribe your client's documents for you, all while ensuring their data remains protected throughout the process.

If at any point you have questions, please reach out to our support team by email or by using the little blue circle with the white smiling message icon in the lower right corner of the app.

This document was last updated on August 15, 2024. If you notice anything out of sorts or erroneous, please let us know.


The Written How-to

Note: At this time, these steps can only be completed using the Heads Up web app.

To get started, sign in to your Heads Up web account.

  1. Click Concierge in the top right corner.

  2. Choose the files you'd like transcribed by dragging them into the field or browsing on your computer. Once uploaded, the file status will be automatically set to "uploaded," ensuring that your files are securely tracked throughout the process.

  3. Search for the client's name to associate the uploaded documents with the correct client profile.

  4. Click Upload to submit the documents for transcription. Once the records are uploaded, the Heads Up Concierge Service team will receive a notification. HU admins will handle the import process securely, and you will be notified via email if any follow-up is necessary.

Viewing the Status of Uploaded Documents

Files uploaded through Concierge are are automatically added to the Concierge Service tab. To view the status of Uploaded documents:

  1. Enter the Clients tab and select the Files tab.

  2. There, you can view the status of uploaded documents in the Concierge Status column.

  3. Uploaded documents and statuses are also visible in the Medical Records tab.

Viewing Lab Source File Attachments

Documents uploaded through the Concierge Service are automatically linked to any lab results they are associated with. To view associated lab source files:

  1. Enter the Clients tab and select the Labs tab.

  2. Labs with source file attachments will have a View Source File icon in the column. Clicking this icon will open up the source file for the lab, so it can be reviewed or compared.

The inverse also applies, lab results are automatically associated with the appropriate documents when uploaded through the Concierge Service. To view lab results associated with an uploaded document:

  1. Enter the Client tab, the select the Files tab.

  2. Select a client, then you may search for a document or select one from the table. Once you have located the document you wish to view lab results for, click the three dot icon on the right side of the table and select View Lab Results.

Viewing Concierge Upload History

To get an organization level view of Concierge upload history:

  1. Enter the Signals tab then select System Reports > Concierge Upload History.

  2. This page will give a detailed overview of file upload statuses, client usage data, and upload history.

Transcription Time

The current turnaround time for document transcription is between 24 - 72 hours. This timeframe includes secure handling and processing of your documents to ensure they are accurately and safely transcribed.

If you have any questions about the new features or the security processes, please don't hesitate to reach out.

Need Help?

If you have questions or things didn’t work out as planned, please reach out to us at support@headsuphealth.com or use the little blue circle with the white smiling message icon in the lower right corner of the app, and we will be more than happy to help.

Thank you!

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