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Add your clinic’s own documents, such as policies, procedures, price lists and scripts, and Ozni answers questions from them. Ask “What does our late-cancellation policy say?” and the answer comes from your document, with the document named under it.
Assistant documents are for your clinic’s own paperwork, never for anything about a patient. A document that holds patient information is not added.

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Open the page

On the full Ozni page you can also select Assistant documents under your list of chats, which opens the same screen. An older link to the documents page lands there too. The page lists each document with its type, size, a status and who can use it.

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Add a document (owners and managers)

1

Select Add a document

A sheet opens called Add a clinic document.
2

Choose the file

Choose a PDF, a picture (JPEG, PNG or WebP), a Word document, or a text, markdown or CSV file. A file can be up to 20 MB and 200 pages, and your clinic can keep up to 200 documents. Documents count toward your plan’s file storage.
3

Name it and choose who can use it

The Title is filled in from the file name; change it if you like. Under Who can use it, choose All staff or Owners and managers only. Ozni answers from a document only for the people who may use it.
4

Select Add document

Ozni reads the file and checks it. When it is done you see Document added. The assistant can now answer from it.
Adding a text document is free. Answering a question from your documents is an ordinary Ozni question; see Credits and prices.

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Scanned pages

A scan or a picture has no text to read, so Ozni reads it page by page. Before it starts, the sheet says This is a scan, so it has to be read page by page. and shows the price: 1 credit per page, up to 3 for hard-to-read pages. It holds the most it could cost, and anything not used goes back. Select Read and add to go ahead, or Cancel to stop. A document that came from a scan is marked Read from a scan in the list.

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Suggest a document (any staff member)

If you are not an owner or manager, the button reads Suggest a document and the sheet Send suggestion. Your owner or manager is told. Nothing is used until they add it: they open the suggestion under Waiting for your approval, select Review and add, or select Decline to remove it. Declining removes the file, and the person who suggested it is not told.

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What is refused

Ozni checks every document before it is added. A document is Not added when it holds patient information, such as a patient’s identity together with health details, or numbers that identify a person. The message tells you what the problem was, including the page when it can. Take the patient information out and add the document again.

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Change who can use a document, replace it, download it, delete it

Owners and managers can, on any document that is In use:
  • Who can use it menu: switch between All staff and Owners and managers only.
  • Replace: upload a newer file. The list shows it as a new version.
  • Download: anyone who may use the document can download it.
  • Delete: confirm Delete and Ozni stops answering from it. This cannot be undone.

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Answers with citations

When Ozni answers from a document it lists the document under the answer, with a link to the Assistant documents screen, so you can check the original. If nothing in your documents matches, Ozni says so and points you here. Text inside a document is only ever read as information. If a document contains instructions, Ozni does not follow them; see Attaching a file to a chat.