If you use intake forms, supplemental worksheets, signed documents, or other materials you'd like to keep associated with a client in Tava, you can upload documents to the client record. There are two ways to upload documents, depending on whether the file should be part of the client’s official medical record (and included in EMR exports) or simply stored on the client’s Profile.

Option 1: Upload to Session Activity (Official medical record)

Use this option when the document should be part of the client’s official medical record and included in EMR exports.

1. Navigate to the client’s profile.
2. Click the Session Activity tab.
3. Click Add Note.
4. From the dropdown, select Official Documentation.
5. Upload your file by dragging it into the upload area, or click Choose a file to select it from your computer.
6. Click Submit.

What to know

• After a file has been uploaded, it can be downloaded again individually.
• Uploads cannot be deleted from Session Activity.
• If you need to remove an upload from the client record, contact therapist-support@tavahealth.com.
• When you generate an EMR export from the client profile, any documents uploaded as Official Documentation on the Session Activity page are included.
• Documents uploaded to the client Profile are not included in EMR exports (see Option 2).

Option 2: Upload to the Client Profile (not in EMR exports)

Use this option when you want to keep supplemental materials associated with the client but not included in EMR exports.

1. Navigate to the client’s profile.
2. Stay on the Profile tab.
3. Scroll to the bottom of the page to the file upload section.
4. Upload your file by dragging it into the upload area, or click Choose a file to select it from your computer.

What to know

• After a file has been uploaded, it can be downloaded again individually.
• Uploads to the client Profile can be deleted.

Which option should I use?

• Choose Session Activity → Official Documentation for documents you’d reasonably expect to be part of the client’s official clinical record, especially anything you’d want available in an audit, continuity-of-care request, or records export. This could include informed consent forms, ROIs, intake paperwork, assessments, care coordination documents, or any other official clinical documentation.
• Choose Profile upload for “working files” or reference materials you want handy inside the client’s profile, but that you don’t need to be part of the formal medical record. This could include homework, handouts, resources, or non-clinical/administrative documents.