iPortfolio FAQs

The iPortfolio is a virtual folder within a patient’s chart where you can store documents and other files that need to remain accessible for that patient. It supports almost any file type, making it a useful place for PDFs, spreadsheets, correspondence, paperwork, and other patient-related files.

Tops already has designated locations for certain types of patient information, so consider where a file belongs before adding it to the iPortfolio:

• Patient images should be stored in the Image Browser.
• Letters and forms generated within Tops are automatically stored in the Letters/Forms tab of the patient’s chart.
• Other letters, correspondence, paperwork, documents, and files that you receive or create outside of Tops can be stored in the iPortfolio, keeping them conveniently accessible from the patient’s chart.

Think of the iPortfolio as a virtual patient folder for important files that need to be kept with the patient but don’t already have a designated location elsewhere in Tops.

Below, we’ve answered some of the most common questions about storing and managing files in the iPortfolio.

How do I delete items from the iPortfolio?

1. Highlight the item in the iPortfolio.
2. Click the minus (-) button in the lower-left corner.
3. A confirmation window will display. Click Delete.

What is the file size limit for iPortfolio items?

Tops Ortho will warn you when adding a file that exceeds 1.0 MB. While you can typically add files larger than 1.0 MB, regularly storing large files in the iPortfolio can use excessive disk space on your server.

Do not store 3D images (STL files) in the iPortfolio. These files can be very large and consume significant disk space. We recommend storing STL files in a shared network folder or on the image capture workstation instead.

Can I edit an item after it has been added to the iPortfolio?

Yes! You can do this by checking out the item:

1. Double-click the item.
2. A window will display with two radio button options. Select Check out for possible edits.
3. In the I am: dropdown menu, select your name.
4. Click Open File.

5. Make your edits.
6. Go to File > Save.
7. Highlight the item in the iPortfolio.
8. Click Check In All Files.
9. This window will display.
   1. If you wish to keep both the old and new version of the item, click Keep.
   2. If you only wish to keep the new version of the item, click Remove.

Which file types can I add to the iPortfolio?

Almost all file types can be added to the iPortfolio, including documents, PDFs, spreadsheets, and other files that you need to access from the patient’s chart.

Keep in mind: While the iPortfolio can store almost any file type, the computer must have an application that supports that file type in order to open it. For example, if a file requires a specific application that is not installed on the computer, the file can remain stored in the iPortfolio but cannot be opened from that computer.

When adding an image file, such as a .jpeg    or .png   , Tops may prompt you to consider importing the image into the Image Browser instead. The Image Browser is the recommended location for patient images.

If you still need to store the image in the iPortfolio, check the box in the Imp… column and click Add Checked Files to iPortfolio.