Document Hub

Feature Page Design Plan

Feature: Document Hub v1.0

URL: /features/document-hub

1. Page Goal

Position Document Hub as the single, secure source of truth for all practice documents — ensuring documents are not just stored, but ingested, distributed, acknowledged, shared, and governed end‑to‑end.

Document Hub replaces shared drives, email attachments, PMS file duplication, and ad‑hoc folders with a practice‑owned, auditable document system that ensures everyone accesses the authoritative version through secure links — never uncontrolled copies.

The page should clearly convey that Document Hub:

• Ingests documents from staff, patients, scanners, email, and Primoro modules
• Keeps documents practice‑owned, encrypted, and centrally governed
• Avoids duplication by integrating with the PMS and external systems by secure reference
• Ensures documents are seen and acknowledged, not just uploaded
• Supports secure internal and external sharing with full auditability
• Meets GDPR, CQC, and healthcare governance requirements
• Scales cleanly for multi‑site and group practices

2. Hero Section

Headline

Document Hub — one secure place for every practice document

Sub‑headline

Policies, procedures, records, plans, and files — ingested, controlled, and delivered securely wherever they’re needed.

Supporting Line

No attachments. No duplicates. No uncertainty.

Visual Direction

• Clean document library with ingestion sources
• Status indicators (Draft, Approved, Superseded, Archived)
• Viewer with search‑within‑document and annotations
• Clear audit and sharing indicators

Primary CTAs

• Request a demo
• Explore Primoro CORE platform

3. What Document Hub Is

Document Hub is Primoro’s document ingestion, viewing, and governance layer.

It captures documents from multiple sources, classifies and indexes them automatically, stores a single master copy, and distributes secure access wherever required — internally, to patients, or to third parties.

Documents live once, in one place, and are referenced securely across Primoro and connected systems.

4. Core Capabilities

📥 Document Ingestion & Categorisation

• Ingest documents from:
• Staff uploads (portal or mobile)
• Patient submissions (app or portal)
• Module‑generated documents (forms, treatment plans, aftercare, agreements)
• Email and scanner integrations
• Auto‑categorisation by type, source module, patient, and practice
• Optional tags for filtering and access rules

🔄 Document Lifecycle & Version Control

• Clear lifecycle: Draft → Approved → Superseded / Archived
• Immutable version history with timestamps and author
• Automatic replacement of outdated versions
• Previous versions retained for medico‑legal traceability

🔎 OCR & Full‑Text Search

• Optical Character Recognition (OCR) on scanned PDFs and images
• Full‑text search inside documents, not just titles
• Search respects role‑based access rules
• Search‑within‑document highlighting in the viewer

👁️ Secure In‑Browser Viewer & Annotations

• Built‑in viewer for PDFs and images (including large, multi‑page files)
• Zoom, pan, thumbnails, and smooth navigation
• Staff‑only annotations: highlights, comments, and mark‑ups
• Annotations stored as overlays (original file preserved)
• Patient viewer supports read‑only access and controlled downloads where permitted

✅ Acknowledgements & Confirmation

• Require acknowledgement or confirmation of reading
• Track acknowledgements by individual, role, and location
• Automatically reset acknowledgements on document updates
• Managers can identify overdue or missing confirmations

🖼️ Image Library (Clinical & Practice Media)

• Centralised image library alongside documents
• Supports clinical and non‑clinical images (e.g. X‑rays, scans, photos, diagrams)
• Images can be sourced from:
• Primoro‑generated content
• Staff uploads
• PMS integrations (e.g. X‑rays or images where enabled in the Web Portal)
• Images remain governed by the same access, audit, and retention rules as documents
• Per‑patient image views with role‑based visibility
• High‑resolution viewing with zoom and pan
• Image access respects PMS and practice configuration settings

👥 Role‑ & Location‑Based Access

• Documents and images visible based on role, permissions, and practice
• Sensitive categories restricted (e.g. HR, financial, clinical)
• Access governed centrally via Access Manager

� Secure Sharing & Integration by Reference

• Single master copy held in Primoro
• PMS and external systems receive secure reference links, not file copies
• Staff access generates short‑lived, permission‑checked URLs
• No uncontrolled duplication in Dentally or inboxes
• Integration events logged for audit

5. Secure Sharing (Internal, Patient & Third‑Party)

Internal & PMS Sharing

• PMS notified via API or secure message with Primoro link
• Users authenticate before viewing
• PMS never stores the raw file unless the document is generated within clinical operations in the PMS itself

Patient Delivery

• In‑app document delivery with notifications
• Secure email link fallback (no attachments)
• Links expire automatically
• All access logged

Patient‑Initiated Third‑Party Sharing

• Patients can share documents with insurers or specialists
• Time‑limited secure links or email delivery
• Recipient verification (OTP / access code)
• Patients can see access events and revoke links instantly

6. Manager & Operator Oversight

Document Hub gives managers confidence that documents are:

• Current and authoritative
• Accessed only by permitted roles
• Acknowledged when required
• Fully auditable across internal and external access

Managers can:

7. Retention, Disposal & Compliance

• Configurable retention and archiving policies
• Controlled deletion with retention periods
• Permanent erasure for GDPR right‑to‑be‑forgotten requests
• Revocation of shared links when documents are removed
• All actions logged and reportable

8. Built for Multi‑Site & Group Practices

• Group‑level and practice‑level libraries
• Central standards with local relevance
• Consistent governance across locations

9. How It Fits Within Primoro

Document Hub connects seamlessly with:

• Staff App Mode — secure document delivery and acknowledgement
• Task Manager — documents linked to actions and follow‑ups
• Access Manager — identity, permissions, and conditional access
• Security & Governance — audits, retention, and compliance

10. FAQs

Is Document Hub just file storage?

No. It is a full ingestion, viewing, sharing, and governance system — not just storage.

Do you OCR scanned documents?

Yes. OCR runs automatically so documents are searchable by content.

Can staff annotate documents?

Yes. Staff can add highlights and comments without altering the original file.

Does the PMS store a copy of documents?

No. External systems receive secure Primoro links, not file copies.

Can patients securely share documents with third parties?

Yes. Patients can create time‑limited secure links and revoke access at any time.

Do links expire and require verification?

Yes. All external links expire automatically and require verification by default.

What controls exist for retention and deletion?

Retention, archiving, and permanent deletion are configurable and fully audited.

11. Cross‑Links & CTAs

• Link to Staff App Mode
• Link to Access Manager
• Link to Security & Governance

Final CTA: Make sure every document is controlled — from ingestion to sharing.

12. Tone & UX Notes (For Designers)

• Professional, secure, and calm
• Emphasise authority and traceability
• Avoid generic file‑system metaphors
• Make governance feel built‑in, not bolted on