Using the Forms and Letters (Documents) Tab

Overview

The Forms and Letters tab serves as a secure storage area for all documents related to a participant. Any form or letter that is automatically generated through a solution (such as a SNAP application, Medicaid form, or Poor Housing Conditions letter) will appear here.

You can also upload your own documents—such as IDs, birth certificates, benefit notices, or any important paperwork you want to store in the participant’s record.

This tab ensures that all participant-related documents are organized, accessible, and stored within a HIPAA-secure environment.

1. Automatically Saved Forms and Letters

Whenever you complete a solution that produces a document, ITO Health automatically:

Generates the form or letter
Saves it to the participant’s Forms and Letters tab
Tags it with the date it was created
Labels it by type (e.g., “Form”)

You can take the following actions on any automatically saved document:

View/preview
Download
Print

This makes it easy to keep track of all application materials and official documents without needing to store them separately.

2. Uploading Your Own Documents

In addition to system-generated forms, you can upload any document you want to store in the participant’s record.

How to Upload a Document

Click + Add new document.
Enter a Document Name.
Select a Document Type (e.g., Form, Letter, or Other).
If “Other” is selected, type in the document type (e.g., “Birth Certificate,” “Pay Stub,” “SNAP Application”).
Drag and drop your file into the upload window or click Choose file to browse your computer.
Click Upload.

The uploaded document will now appear in the list with the date it was added. Uploaded documents are labeled as "Upload" type.

3. Recommended Naming Conventions

To keep documents organized and easier to find, we recommend using a consistent naming convention. A simple and effective approach is:

Document Name + Date (MM-DD-YYYY)

Examples:

SNAP Application 10-20-2026
Birth Certificate 03-12-2025
Lease Agreement 09-01-2025

This helps ensure that the most recent versions are easy to identify at a glance.

4. Document Deletion Policy

For compliance and auditing purposes, documents stored in the Forms and Letters tab cannot be deleted by users once they are uploaded or automatically generated.

If a document was uploaded in error or must be removed for another reason:

Contact ITO Health Support
Include the participant name, document name, and reason for removal
Our team will review and assist with the request

This policy protects the integrity of the participant’s record and ensures all actions remain consistent with organizational and regulatory requirements.

5. Security and Storage

The Forms and Letters tab, like the rest of the ITO Health platform, is HIPAA secure. This means it is a safe and compliant place to store confidential participant documents.

However, individual organizations may have their own rules regarding what can or cannot be uploaded to an electronic record.

If you have any questions, please check with your program or organizational leadership for guidance.