What Is the Patient Media Page?
The Patient Media page in Practice by Numbers is a centralized location where your team can view, preview, and download any photos or documents that patients upload while completing online forms. These uploads are commonly used for submitting items like insurance cards, IDs, or intraoral photos and are automatically synced with the patient’s profile in your Practice Management System (PMS), including Open Dental, Dentrix, or Eaglesoft.
How Do Patients Upload Media?
While completing online forms, patients may see a prompt to upload a Photo or Document. This functionality is available regardless of whether the form is accessed from a tablet, desktop, or mobile device.
When a patient taps or clicks the upload option:
They’re prompted to either:
Take a photo using their device’s camera (if supported), or
Select an existing image or file from their device’s gallery or file storage.
A preview of the selected image appears.
The patient can then retake the photo (if applicable) or submit it.
Once submitted, the image is securely uploaded to Practice by Numbers and automatically linked to their record in your PMS.
How to View and Manage Patient Media
To access uploaded patient files:
In Practice by Numbers, go to the Forms section from the top navigation bar.
Select Patient Media from the left-hand menu.
From here, you can:
View recent uploads
Use the date range filter to search for files submitted over a specific timeframe
Preview each image
Download any image as needed for local use
Benefits of Using Patient Media Uploads
Faster Intake: Patients upload documents themselves—no scanning or photocopying required.
Improved Documentation: Files are attached to patient records, reducing administrative overhead.
Reduced Front Desk Work: Staff no longer need to collect or upload documentation manually.
Real-Time Access: Images sync directly with your PMS, making them available to providers and billing staff immediately.
Best Practices
Encourage patients to upload ID cards, insurance information, or requested documentation when prompted in the form.
Place tablets or devices in clean, private, and well-lit areas to ensure patient comfort if capturing photos on-site.
Routinely check the Patient Media page to monitor new uploads and take action as needed.
Ensure devices used in-office have functioning cameras and are properly sanitized between uses.