> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Assistant documents

> Add your clinic's own policies, procedures and price lists so Ozni can answer from them and name the document it used. No patient information.

Available in

Plan
All plans

Who
Owners and managers add documents. Any staff member can suggest one.

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.

> [!WARNING]
>
> **Assistant documents** are for your clinic's own paperwork, never for anything about a patient. A document that holds patient information is not added.

## 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.

| Status | What it means |
| - | - |
| **Waiting for approval** | A colleague suggested it. An owner or manager has not added it yet. |
| **Being checked** | An upload that was started and not finished. |
| **In use** | Ozni can answer from it. |
| **Not added** | The document was refused. The message says why. |

## 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](https://help.clinikehr.com/platform/ozni/credits.md).

### 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.

## 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.

## 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.

## 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.

## 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](https://help.clinikehr.com/platform/ozni/attachments.md#when-a-file-contains-instructions).

Adding, replacing or deleting an assistant document is written to your workspace's audit log with your name, the
record touched and the time — a HIPAA requirement, and one you can review
yourself under **Audit Log**. See
[Audit log](https://help.clinikehr.com/platform/security/audit-log.md).

**Still stuck with clinic documents?**
Check [Troubleshooting](https://help.clinikehr.com/platform/help/troubleshooting.md) first —
it covers the failures we see most often. If that does not resolve it,
[contact support](https://help.clinikehr.com/platform/help/contact-support.md) and include
your workspace name and the time the problem happened, so we can find the
matching entry in your audit log.


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