Critical Issues NewsFlash - When Uploading a Patient’s Documents through Community Resources the Documents Will Appear in the Patients’ Portals for All of the Practice’s Patients

Potential Protected Information

REMINDER: When Uploading a Patient’s Documents through Community Resources the Documents Will Appear in the Patients’ Portals for All of the Practice’s Patients

Known Issue #

KI204181

Published Date

January 16, 2025

Reminder

Uploading a patient’s document(s) using the Community Resources document type will result in the document(s) being uploaded into the patient portal of all patients of the practice. This document type is designed for sharing community resources with all patients across a practice.

Steps to Recreate the Issue

1. Open NextGen Office, select Documents, and then select Single File Upload.
2. Select a file with patient-specific data or PHI, and select the Community Resources document type.
   Note: Do not select a patient chart to attach the file to.
3. Select Upload.
4. Open a patient portal for a different patient.
5. Open Review Medical Record.
6. Select Documents, and then select Community Resources.

The file with patient-specific data or PHI appears in the second patient’s portal.

Actions Required

The Community Resources document type was designed to share documents across all patients within a practice via the patient portal; therefore, users should NOT upload files with patient-specific data or PHI using the Community Resources document type. If a file with a patient-specific data or PHI is already uploaded with Community Resources, you can remove the file from all patients’ view in the patient portal by deleting the file from Documents.

Status

This issue was resolved on January 23, 2025.

Further clarification on the appropriate use of the Community Resources document type will be added to the Knowledge Base.