From paper chaos to instant search
Every document organised, versioned, and searchable - automatically.
Secure Document Storage
256-bit AES encryption at rest and in transit. Files are versioned, backed up daily, and accessible from any device through your secure portal.
- Unlimited file versions
- Daily off-site backups
- End-to-end encryption
OCR & Full-Text Search
Advanced OCR runs on every scanned document so you can search inside PDFs and images. Find any record by name, ID number, date, diagnosis, or any text.
- Search inside documents
- Accurate medical OCR
- Instant results
Patient Folder Management
Documents are automatically sorted into patient folders by name, ID number, and date of birth. No manual filing - every record lands in the right place.
- Auto-assignment by patient
- Duplicate detection
- Bulk operations
Version History
Every edit or upload creates a new version. Roll back to any previous version instantly. Full change history with timestamps and author tracking.
- Full version history
- One-click rollback
- Author & timestamp logs
AI Document Classification
Our AI reads each scanned document and automatically classifies it - lab results, letters, scripts, imaging reports - so you never have to sort manually.
- Auto-classify on upload
- Medical document types
- Manual override anytime
Practice Analytics
Dashboards show storage usage, file activity, top patients by volume, and compliance status at a glance.
- Usage trends
- Compliance snapshots
- Team activity logs
Workflows built for how SA practices actually work
Referrals, medical aid disputes, team access, and patient requests - all in one place.
Clinical Notes
Record consultation notes, follow-ups, observations, and general notes directly on each patient's profile. Every note is timestamped, attributed, and audit logged.
- 4 note types (consultation, follow-up, observation, general)
- Edit & delete your own notes
- Instantly visible to all practice members
Patient Timeline
A unified chronological feed per patient showing every file uploaded, note added, referral sent, and consent recorded - all in one scrollable view with filter tabs.
- Files, notes, referrals & consent in one feed
- Filter by event type
- Click any event to open the full record
Today View - Starred Patients
Star your most active patients for one-click access from the dashboard. A 'Recently Active' section surfaces the patients you've been working with - no searching required.
- Star any patient from the list or patient page
- Dashboard Today section with instant links
- Recently active patients auto-surfaced
Secure Sharing Links
Share individual files or patient folders with specialists, insurers, or patients via time-limited, password-protected links. No login required on their end.
- Time-limited links
- Password protection
- Access count limits
Medical Aid Dispute Packs
When a medical aid rejects a claim, generate a complete evidence bundle in one click - clinical notes, authorisation letters, and invoices attached automatically.
- One-click evidence bundle
- PDF export
- Send to aid directly
Referral Packet Builder
Bundle patient records, test results, and consultation notes into a secure referral packet. Share with specialists via a single password-protected link.
- Multi-document bundles
- Specialist-ready format
- Expiry-controlled access
Multi-User Practice Access
Unlimited users per practice. Assign roles, control which patients each assistant can access, and see a full audit of every action taken by your team.
- Unlimited team members
- Per-user permissions
- Team activity feed
Smart Notifications
Get notified when a shared link is accessed, a retention date is approaching, or a PAIA request needs attention - before it becomes a compliance problem.
- Email & in-app alerts
- Retention reminders
- PAIA deadline alerts
PAIA Records Requests
Patients can submit formal PAIA records requests via your practice portal page. Medifile tracks deadlines, sends reminders, and logs every response.
- Public request form
- 30-day deadline tracking
- Automatic logging
A real clinical operating system
Appointments, conditions, medications, AI summaries, and a specialist network - built into the same platform.
Appointment Scheduling
Schedule and manage patient appointments with a weekly calendar view. Track consultations, follow-ups, procedures, and urgent visits per patient.
- Weekly calendar view
- Appointment types + status tracking
- Today's appointments on dashboard
Conditions & Medications
Record chronic conditions, diagnoses, and current medications per patient. Active medications auto-populate into clinical note templates.
- Chronic / active / resolved conditions
- Active medication list
- Auto-fills referral letters
AI Patient Summaries
One-click AI summary of the patient's full medical history - conditions, medications, recent notes, and documents - before every consultation.
- Aggregated from all records
- Includes conditions + medications
- "What changed since last visit"
Specialist Network
Manage your referral contacts, send bidirectional referral packets, and discover new specialists across the Medifile network.
- Bidirectional referral workflow
- Specialist profiles + HPCSA numbers
- Cross-practice specialist discovery
Connect Medifile to your ecosystem
Email ingestion, SMS reminders, external API access, and a B2B sick note verification register.
Email-to-Medifile Inbox
Give each practice a dedicated email address. Forwarded specialist reports and lab results are automatically filed and matched to the correct patient.
- Unique inbound address per practice
- Auto-match by sender email
- Files queued for review instantly
SMS Notifications
Automated SMS reminders before referrals expire and configurable clinical alerts via SMSPortal - keeping your care team informed.
- Referral expiry reminders
- Configurable message types
- Logged to communication history
External API
Generate API keys with scoped access for partner systems, labs, and integrations. Keys are SHA-256 hashed - we never store the raw key.
- Scoped API keys
- SHA-256 hashed storage
- B2B sick note verification endpoint
Sick Note Verification
Register sick notes with a unique verification code. Employers and insurers verify authenticity online or via API - no patient details ever exposed.
- 8-character verification codes
- Public verify page
- B2B API at R2-R5/query
Give patients access to their own records
A secure, magic-link patient portal - no app to download, no password to forget.
Patient Self-Service Portal
Invite patients to view their own records, download documents, sign digital consent forms, and upload documents from their phone.
- Magic link login (no password)
- View + download own records
- Digital consent signing
Patient Messaging
Async messaging between patients and practice staff. All messages are logged and visible to the full care team.
- Inbox per practice
- Patient + staff messaging
- Fully audit logged
We do the heavy lifting
Box up your paper archives. We scan, OCR-process, and return them digitised - from R95 per file.
Scanning price per file
Charged per file - not per page. OCR always included at no extra cost.
1–20 pages
Letters, results, scripts
21–80 pages
Consultation notes, reports
81–200 pages
Full patient folders / lever-arch files
200+ pages
Bulk archives, very full folders
OCR full-text search always included. Volume discounts available for 500+ files.
Collection & scanning in Gauteng
On-site collection and scanning is currently available in Gauteng - we supply pre-labelled boxes and track every item. Practices elsewhere can upload directly or courier their boxes to our Gauteng facility.
Fully insured in transit
All physical records are transported in sealed, tamper-evident containers by vetted couriers. Documents are fully insured end-to-end.
Medical-grade OCR accuracy
We achieve over 98% accuracy on clearly printed documents. Handwritten notes are flagged for manual review during verification.
3-5 business day turnaround
Most boxes are scanned within 3-5 business days of arrival. We'll give you a realistic timeline before we start.
Ready to digitise your practice?
Join South African practices already using Medifile. Start your free 14-day trial - no credit card required.