How Document Storage Works
When you register a patient, CaseIndex automatically creates a dedicated folder for them in your Google Drive. Inside this folder:
- A Master Case Document (Google Doc) — your running clinical notes for the patient
- A Photos subfolder — for clinical images
- A Scans subfolder — for prescription photos, lab reports, and documents
You own the data
Everything is stored in your Google Drive, under your account. CaseIndex never copies, stores, or accesses your patient records on its own servers. You can open, edit, and share these files directly from Google Drive or Google Docs at any time.
The Master Case Document
The Master Case Document is a running Google Doc where you document each patient visit. It's designed to be used as a longitudinal clinical record — each new visit's notes are added in chronological order.
Open a patient's profile
Search for the patient and tap their name to open their profile.
Tap "Open Case Document"
This opens the patient's Master Case Document in Google Docs (via your browser or the Google Docs app). You can type notes, format text, add tables — the full power of Google Docs is available.
Your notes are saved automatically
Google Docs auto-saves every change. Your notes are securely stored and accessible from any device where you're signed into your Google account.
Uploading Photos
Clinical photos (e.g. skin conditions, wounds, before/after) can be uploaded directly from the app:
Open a patient profile → tap the Camera / Photo icon
Choose "Take Photo" or "Pick from Gallery"
Take a new photo with the phone camera, or select an existing one from your gallery.
Choose what to do with it
Depending on your settings in Settings → General → "Photo Upload Behavior":
- Insert in Case Doc: The photo is uploaded to the patient's Photos folder in Drive AND embedded into the Master Case Document at the current position.
- Upload only: The photo is saved to the Photos folder without touching the document.
- Ask each time: The app will prompt you to choose (recommended).
Scanning & Uploading Documents
Scan prescriptions, lab reports, and referral letters using the built-in scanner:
Tap the Scan icon in a patient's profile
Use the camera to scan the document
Position the document in the frame. The app auto-detects edges and captures the image.
The scan is uploaded to the patient's Scans folder
Like photos, you can choose whether to also embed it in the case document based on your "Scan Upload Behavior" setting.
Access documents on a computer
Open Google Drive on any computer and navigate to the CaseIndex → Patients folder. You'll find every patient's folder with their case doc, photos, and scans — accessible even without the CaseIndex app.