How to Capture a Clinical Image

Clinical images can play an important role in documenting a participant’s health status, monitoring changes, and supporting clinical decision-making. To ensure safety, accuracy, and compliance, StoriiCare users must follow strict guidelines when capturing, uploading, viewing, and managing clinical photographs.

This guide outlines best practices and required steps for capturing clinical images securely and appropriately.

Before taking any clinical photograph:

1. Request explicit consent from the participant (or authorized representative).

2. Consent must be obtained for each occasion a clinical photo is taken — consent is not assumed from prior images.

3. Document the consent within the participant’s record to ensure transparency and compliance.

Use StoriiCare's Form Builder feature to build a photo consent form.

When taking clinical photographs:

Provide context for the condition or injury.

Ensure detailed documentation of skin condition, wounds, swelling, bruising, or other clinical concerns.

Users must confirm that images are:

• Clear

• Well-lit

• In focus

• Adequate for clinical interpretation

If the quality is insufficient, retake the image immediately.

Users must be trained in identifying inappropriate clinical images, such as:

• Photos that reveal unnecessary body areas

• Images that could be considered sensitive, undignified, or non-clinical

• Pictures taken without proper consent

• Any media irrelevant to the participant’s care

If you are unsure, do not upload the photo and consult a supervisor.

After capturing the image:

1. Upload the photo into the relevant section of StoriiCare (e.g. Visit Notes, Progress Notes, Forms, or Documents).

2. Once the image is confirmed as successfully uploaded, the user must:

   • Delete the image from the origin device or local drive

   • Ensure the image is not stored in the device’s photo gallery, downloads folder, or cloud backup

This prevents unauthorized access and protects participant privacy.

Every clinical photo or document must be given an unambiguous title before uploading.

This ensures:

• The correct image is selected

• Other staff can easily understand the nature of the file

• Searching for records is efficient and accurate

Examples:

• “Left Forearm Bruise — 12 Jan 2025”

• “Right Foot Wound — Close-Up”

• “Pressure Area — Sacrum — Initial Photo”

Avoid vague titles such as “image1.jpg” or “bruise.png.”

For security:

• Users are advised not to download clinical images or documents from StoriiCare to personal devices.

• If downloading is unavoidable to view a clinical file:

  1. View the file

  2. Immediately delete it from the device afterward

This reduces the risk of data breaches or unintended sharing.

Clinical users who view a clinical photo should document this action.

This may be done by:

• Adding a Progress Note indicating the image was reviewed

• Updating a Visit Note

• Adding relevant clinical assessments or follow-up actions via a Form, Task, etc.

This provides a clear record of clinical oversight and supports continuity of care.

✔ Obtain and document consent each time

✔ Capture clinically appropriate, high-quality images

✔ Never upload inappropriate or non-clinical photos

✔ Confirm the photo was uploaded successfully

✔ Delete the image from the device immediately afterward

✔ Title the image clearly and accurately

✔ Avoid storing or downloading clinical photos locally

✔ Document when images have been viewed

Following these steps helps protect participant privacy, ensures clinical accuracy, and maintains regulatory compliance.

Need More Help?

If you need further assistance, you can reach out to our support team by emailing support@storii.com. Our support team is ready to help you with any questions or issues you may have.