What MedixSafe does

MedixSafe replaces paper and Appenate for onsite medical records. Field medics submit medical forms from their phones. Those records flow into a review queue here on the dashboard, where a reviewer checks them and signs off. Signed-off records are archived to your Box account as the permanent record, with a backup kept in the secure database.

There are two surfaces: this dashboard (for reviewers and admins) and the mobile field app (for medics). They share the same live data.

The record lifecycle

Roles

Field medic — submits records from the mobile app. Sees their own submissions and any returned for correction.

Reviewer — works the dashboard queue: reviews, signs off, or returns records. Can email patient copies.

Admin — everything a reviewer does, plus manages users, forms, sites/projects, and the Box connection.

Reviewing a record

1. Open Overview or Records. Records waiting on you show as Awaiting review.
2. Click a record to open it. You'll see the patient info, the form answers, the field medic's signature, and the full audit trail.
3. Choose an action at the bottom of the panel:

Setting up your signature (one time)

Before you can sign off records, draw your signature once. Go to Settings → My signature, draw it in the box, and click Save. It's applied automatically with a date/time stamp every time you sign off, and stored for the audit trail.

When a record comes back resubmitted

If you returned a record and the medic fixed it, it reappears in your queue with an amber Resubmitted banner showing what they changed and what you'd originally flagged. Review as normal and sign off.

Reopening a signed-off record

Caught a mistake after signing off? Open the record and click Reopen signed-off record. It clears the sign-off and returns it to the queue so you can correct and re-sign.

Emailing a record to a patient

Open a record and click the envelope icon (Email patient), or use the Send to patients page to search across all records. The patient receives a clean, patient-friendly PDF — no internal IDs, signatures, or audit trail. The send action itself is logged.

Installing the field app

The field app installs on a phone like a normal app, but through the browser — no App Store needed.

On the dashboard, an admin can open Get the app to show a QR code. Scan it with your phone camera, then:

iPhone (Safari): tap the Share icon → Add to Home Screen → Add.

Android (Chrome): tap the menu (⋮) → Install app or Add to Home screen.

Sign in with the same email and password as the dashboard.

Submitting a record

1. Open the app and sign in.
2. Confirm your site is correct at the top. Tap it to change if needed.
3. Tap the + button and pick the form you need.
4. Fill it out. Date and time auto-fill.
5. Capture the patient's signature where required.
6. Tap Send for review. Done — it's now in the reviewer's queue.

If a record is returned to you

If a reviewer needs changes, the record shows a red Returned for correction banner with their note. Read what they need, tap into the record, add a quick note on what you fixed, and tap Resubmit for review. It goes straight back to their queue.

Working offline

The app keeps your site list cached so it works with a weak signal. Records sync when you're back online. Always confirm a record shows as sent before closing the app.

Adding & managing users

1. Go to Users and click Invite user.
2. Enter their name, work email, and role (Field user, Reviewer, or Admin).
3. They get an email letting them know they have access. They sign in with that email.
4. To edit or deactivate someone, click their row. You can change role, deactivate without deleting, or remove them entirely.

Use the search box to filter users by name, email, or role.

Field type reference

The form builder offers many field types. They're grouped below by how thoroughly they've been tested in the field. When in doubt, stick to Core and Standard — they cover the vast majority of medical forms.

All field types you add appear on both the record view and the PDF automatically — nothing is hidden. The tiers are about device capture reliability, not whether the data shows up.

Building & publishing forms

1. Go to Forms. Click a form to edit it, or duplicate one as a starting point.
2. Add, remove, or reorder fields in the builder.
3. Click Publish to mobile. The form appears on every field device's picker within seconds.

Published forms sync through the database, so all phones see the same forms — no app reinstall needed.

Projects & sites

Under Projects, group your job sites by client or contractor. Each project holds multiple sites, each with an address that's geocoded onto the map. Field medics pick their site when submitting, which tags every record with its location for reporting.

Reading the data

Analytics shows live volume, status mix, per-site breakdown, and top submitters. Reports gives date-ranged summaries with CSV export. Medix AI surfaces patterns computed from your records — never fabricated.

Common questions

System check

Admins can run a live diagnostics panel any time by pressing Ctrl + Shift + D on the dashboard. It checks the database connection, every data table, and each background service, and shows green/red status for each — useful before calling for support.