Media Storage overview
Keep X-rays, patient photos, treatment plans and clinic documents in one place with Media Storage and use them across your team.
3 min read
Media Storage is your account's file area. Panoramic X-rays, smile photos, treatment plan PDFs, consent forms, price lists, and hotel and transfer information are all stored here. You organise files into folders and send them to patients in messages when needed.
In medical tourism, patients often decide based on what they're shown: the X-ray assessment, the treatment plan, before/after examples. Keeping these files organised and quick to find directly shortens your coordinators' response times.
Parts of the screen
- Upload: Upload files or folders from your computer. See Uploading and organising files.
- New Folder: Creates a new folder in your current location.
- Folders: The path (breadcrumb) at the top shows where you are; click a folder to open it.
- Search: Searches files and folders by name. The more consistent your file naming, the more useful search becomes.
- Grid / list view: Grid view suits photos; list view shows size and date. Use Sort to order by name, size or modified date.
Button names and positions may vary slightly as the interface is updated; the upload and folder buttons are usually in the top right.
What to store — and what not to
| Store | Watch out for |
|---|---|
| X-rays, panoramic films, scan images (JPG/PNG/PDF) | Convert specialist medical formats such as DICOM to PDF/JPG if needed. |
| Before/after photos | Only with the patient's explicit consent, with the signed consent form saved too. |
| Treatment plan and quote PDFs | Add a version number (_v2). |
| Consent forms, hotel/transfer information, aftercare instructions | A separate file per language (_EN, _DE). |
| Clinic tour video, price list | Compress large videos before uploading. |
| Don't store: unnecessary personal data such as passport copies or card details | Not collecting data you don't need is a core KVKK/GDPR principle. |
Important
Patient photos and X-rays are health data — special-category personal data. Organise these files so only the people who need them can access them, and never use them in marketing without the patient's consent. See Storage best practices.
Where Media Storage is used
- Conversations: When messaging a patient, you can attach a file straight from Media Storage. See Sharing and using files.
- Templates and snippets: Upload files you send often (price list, transfer info) once and reuse them. See Templates and snippets.
- Contact record: Link a patient's documents to their record through file fields or by referencing the media folder in a note. See Contact detail page.
Deleted files
Deleted files first move to Trash and stay there for a set period (usually 30 days), during which you can restore them. Trash is reached from the three-dot menu in the top right. After that period, files are permanently deleted.
Note
Storage space and file size limits may depend on your plan. Compress very large files (e.g. long videos) before uploading; if you have a question about limits, message our support team on WhatsApp.
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