In TidyOne, a nonprofit supporting one person can keep relevant medical letters, test reports, specialist correspondence and administrative documents in one place. Upload the original PDF or photograph under Documents, check the Medical documents category, and use clear file names and dates so you can find it later. When explicitly asked about a file, AI Coach can locate relevant candidates and consult a limited number of original documents. Its answer helps you find and summarize information; it is not a diagnosis or medical opinion.
The problem: medical records scattered across email, photos and folders
A nonprofit created to support one child or adult may receive documents from several hospitals and clinics. Some arrive as email attachments, others as photographs of a discharge letter, and some as generic scans with no meaningful file name. When a specialist requests the date of a test or a particular letter, opening every message and folder is time-consuming and risky.
This workflow has one purpose: preserve the original, find the correct file and check specific details without submitting the entire archive every time. Because records concerning health are sensitive, a practical filing system also needs appropriate access rules and a lawful basis. A document app alone cannot establish GDPR compliance for an organization.
What you will have at the end
Before uploading: decide what you need and why
Use the Association → one beneficiary workspace and verify the primary beneficiary's profile in Settings. This mode reduces repeated selection of the same person. For each new file, identify its purpose: preparing for an appointment, retaining correspondence from a clinic or supporting an administrative process. Do not upload a complete medical history simply because storage space is available.
Health information is a special category of personal data under the GDPR. The organization must identify an appropriate legal basis, an additional condition for processing health data, a specific purpose and access arrangements. Explicit consent can be relevant but is not automatically the right answer in every situation; when children are involved, legal-representative arrangements and national rules also matter. See the EDPB guidance for small organizations and the European Commission's explanation of sensitive data.
Organize a medical-document archive in TidyOne, step by step
Step 1 — Decide which records actually need to be kept
Start with what serves a clear purpose: discharge letters, relevant test reports, specialist recommendations, therapy-related correspondence or official care documents. Keep a clinical document distinct from its invoice: the former communicates care information, while the latter may support a financial expense and your accountant's workflow. A file can relate to both purposes, but a clinical report should not become an expense record automatically.
Step 2 — Use file names that are easy to identify
Apply a simple convention before uploading: YYYY-MM-DD_DocumentType_Issuer.pdf. Fictional examples: 2026-09-10_MedicalLetter_ClinicA.pdf and 2026-09-15_MRIReport_CentreB.pdf. When a corrected version arrives, add _revised or the new issue date. Avoid personal identifiers and diagnoses in file names unless truly necessary.
Clear naming also helps AI Coach: its document search starts from file names, categories, issuers and previously extracted information. A file named IMG_4837.jpg provides little useful context. Preserve the actual document date separately from its upload date.
Step 3 — Upload the PDF or photograph the document
In the nonprofit workspace, choose Add → Image/PDF, or open Documents. Select Choose file/PDF or Take a photo/scan. If you photograph a paper document, check that every edge is included and the text is sharp and glare-free. Use the original PDF for multi-page documents when available.
Once uploaded, open the document and compare its preview with the original. If pages are missing or key text is unreadable, correct the file before relying on it. A successful upload is not a medical validation.
Step 4 — Review the category and any AI suggestions
In Documents, use the Medical documents category for nonprofit records. If TidyOne AI proposes a classification or other data, review its suggestion before confirming. Never accept a diagnosis, recommendation or date that you cannot verify in the original. In single-beneficiary mode, the primary beneficiary is the default context, but check documents received in error that belong to someone else.
Step 5 — Find a document without browsing the whole archive
Use the medical category and available filters in Documents, then open the file to enlarge or download it. For a precise lookup, keep the document name, issuer, record type and approximate month handy. If several files look alike, verify the date printed on the document, not just the upload date.
Step 6 — Ask AI Coach about one identifiable document
Open AI Coach in the correct workspace and ask an explicit question about an uploaded file. For example: “Find the medical letter issued by Clinic A in September 2026 in our uploaded documents. What date appears on it?” or “In MRIReport_CentreB.pdf, where is the examination date shown?” Give the file name or issuer. Broad requests such as “summarize every medical record” are not a reliable way to cover the entire archive.
In the current implementation, AI Coach ranks matching documents from their metadata and can attach at most two relevant raw files per question. Supported types are PDF, JPEG, PNG, WebP, TXT and CSV, with limits of 8 MB per file and 12 MB in total. If the document is not found or cannot be attached, an answer may use only metadata or ask for clarification. Check the “Files consulted” indicator before assuming the original was read.
Step 7 — Verify the answer and share only with authorized recipients
When AI identifies a date, number or sentence, open the original PDF and check the page, signature, units and context. If the information matters to a consultation or care decision, send the original to the relevant clinician and ask them to interpret it. Use a communication method agreed with the recipient and share only what they need. Do not mark a medical document “Sent to accountant” merely because you shared it with a doctor: that status belongs to a different administrative workflow.
Fictional example: locating the date of a medical letter
A nonprofit supporting one person receives three files in a month: a letter from Clinic A, an examination report from Centre B and a transport invoice. After confirming its processing basis, the person responsible files the first two under Medical documents and the invoice under the appropriate financial category.
| File | Category | Useful question |
|---|---|---|
| 2026-09-10_MedicalLetter_ClinicA.pdf | Medical documents | “What date and issuer appear in the letter?” |
| 2026-09-15_MRIReport_CentreB.pdf | Medical documents | “Where is the examination date shown?” |
| 2026-09-18_TransportInvoice.pdf | Invoices | “What is the total on the transport invoice?” |
The intended outcome is not an exhaustive clinical summary. It is identifying the right document quickly and verifying one factual detail. If AI cites a different file from the one requested, clarify before relying on its answer.
Questions that help, and questions to avoid
Useful: “Find the PDF issued by Clinic A in September”, “What date is printed on medical letter X?”, “Which file did you actually consult?” and “Do not guess if the original could not be checked”. These requests encourage retrieval, extraction and transparency.
Avoid: “Analyze all 400 records in one message”, “Is this diagnosis correct?”, “What treatment should be started?” or “Send the full report to every donor”. Technical limits, interpretation risks and privacy obligations make those requests unsuitable for this workflow.
European privacy checklist
These are general principles, not a GDPR certification of TidyOne or any nonprofit's setup. The European Commission explains purpose limitation, data minimization and storage limitation; national rules and the organization's contracts require separate consideration.
Common mistakes
Every file is called “scan.pdf”
Rename files consistently before upload and include document type, issuer and date. This improves retrieval and helps you ask a specific question.
Every AI summary is treated as verified medical information
AI may miss a negation, unit or important qualification. Always check the source. Clinical interpretation belongs to qualified healthcare professionals.
The accountant receives the entire medical file with the invoices
Separate financial evidence needed for bookkeeping from unrelated sensitive health information. Where sensitive data really must be shared for a legitimate reason, disclose only the minimum necessary.
AI Profile is confused with document lookup
Health context voluntarily stored in AI Profile and raw files sent following an explicit document question are separate workflows. Review your organization's rules before using either.
Frequently asked questions
Can TidyOne organize medical files for one beneficiary?
Yes. The nonprofit workspace has a Medical documents category. Your organization is still responsible for deciding which files it is justified in storing and who may access them.
Can AI Coach read an uploaded medical PDF?
Following an explicit question about a relevant file, AI Coach may consult the original if it can identify it and its format and size are supported. If the original was not attached, it should not claim to have read it. Check the legal basis and AI-processing requirements before using sensitive files.
Can it analyze every medical document at once?
No, not as an exhaustive archive-wide review in one question. It ranks candidate documents and may consult up to two relevant raw files per request, within the current technical limits.
Does this replace a clinical record system or a physician?
No. TidyOne organizes and searches documents; it is not a certified clinical record or diagnostic device.
Can I send a document to a specialist?
You can download or use available sharing options after checking authorization and the channel agreed with the recipient. Do not confuse this sharing with the Sent/Unsent status used for the accountant workflow.
Continue with related guides
Start with one document that is genuinely needed, confirm its category and file name, then test AI lookup only when the organization has established that this processing is appropriate.
External references: European Commission — sensitive personal data, GDPR processing principles and EDPB — lawful processing for small organizations. These explain the general European framework, not an audit of any particular nonprofit.
Explore other nonprofit workflows for documents, projects and reporting.
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