Secure upload of external healthcare documents

Purpose

1. Enable external partners (hospitals, clinics, caregivers, pharmacies) to securely upload sensitive healthcare documents directly to adult foster care service systems.

2. Ensure compliance with HIPAA and similar regulations for document storage and transfer.

3. Streamline document intake, minimize manual intervention, and maintain audit trails for every upload event.

4. Automate notifications, document validation, and secure archival of uploaded healthcare records tied to specific care plans.

5. Eliminate the risk of data loss or unauthorized access throughout the upload process.

Trigger Conditions

1. External user (verified partner or client) submits a document through a dedicated web portal or secure upload link.

2. Email with document attachment sent to a monitored intake mailbox.

3. API call from an EHR/HIS system with linked document payload.

4. New file detected in a secure SFTP/FTPS folder.

5. Submission through integrated app (mobile or desktop) from approved partner.

Platform Variants

1. Microsoft SharePoint

• Feature/Setting: Document Library with "Require Check Out" enabled and custom permissions; configure Power Automate trigger on file upload.
  

2. Dropbox Business

• Feature/Setting: File Request with restricted access; webhook on file drop.
  

3. Box Platform

• Feature/Setting: Box File Request; webhook API to trigger on new file, content security policy settings.
  

4. Google Drive (Workspaces)

• Feature/Setting: Shared Drive with Editor restrictions; use Apps Script/Drive API to detect new file uploads.
  

5. OneDrive for Business

• Feature/Setting: Shared folder with invitation-only access, file upload event with Graph API notification.
  

6. Amazon S3

• Feature/Setting: Pre-signed S3 URL via AWS SDK/API, bucket policy with audit logging, event bridge to trigger downstream processing.
  

7. Azure Blob Storage

• Feature/Setting: SAS token for secure upload, container-level access policy, Logic App/Function trigger.
  

8. Citrix ShareFile

• Feature/Setting: Secure upload link for external users, automated notification and retention policy.
  

9. Egnyte

• Feature/Setting: Egnyte File Requests for external contributors, webhook push on upload.
  

10. Salesforce Health Cloud

• Feature/Setting: External Document upload via Files Connect, workflow rule for new file.
  

11. DocuSign Rooms

• Feature/Setting: Document upload via Room API, event subscription to notify specific users.
  

12. Zendesk

• Feature/Setting: Custom ticket field for document upload, trigger on ticket update with attachment.
  

13. Slack

• Feature/Setting: Slack File Upload API with restricted channels, workflow builder to notify care management.
  

14. Microsoft Power Apps/Dataverse

• Feature/Setting: Custom Canvas App for secure upload, Dataverse file type field event trigger.
  

15. ServiceNow

• Feature/Setting: Service Catalog Item with attachment variable, flow designer action for secure archival.
  

16. Health Gorilla

• Feature/Setting: Documents API for direct EHR ingestion, integration settings for partner system uploads.
  

17. InterSystems IRIS

• Feature/Setting: EnsLib.HL7.Service.FileService with access control, triggers on inbound document.
  

18. MuleSoft

• Feature/Setting: API endpoint for multipart upload, dataweave script for classification and validation.
  

19. Jotform HIPAA

• Feature/Setting: HIPAA-compliant file upload widget, webhook or Zapier integration for intake.
  

20. Formstack

• Feature/Setting: File Upload field with encrypted storage, workflow builder for validation.
  

21. Okta Workflows

• Feature/Setting: Secure file intake via Okta Forms, workflow task for subsequent verification.
  

22. Zapier

• Feature/Setting: "Catch Hook" trigger and Google Drive/Dropbox, filter for file type, then route.
  

23. SFTP Server (OpenSSH, Cerberus FTP, etc.)

• Feature/Setting: Limited-user SFTP account, directory monitoring script or webhook for upload event.
  

24. M-Files

• Feature/Setting: Secure external link for uploads, workflow trigger on new file creation.
  

25. Nextcloud

• Feature/Setting: FileDrop feature with upload notification; group folder access restriction.
  

Benefits

1. Full auditability and tracking of each document upload with immutable event records.

2. End-to-end encryption ensures patient and partner data confidentiality.

3. Reduced manual document handling lowers risk of error and accelerates intake.

4. Improved compliance with healthcare regulations (e.g., HIPAA, GDPR).

5. Seamless integration with care plan systems enables instant document association and workflow initiation.

6. Enhanced collaboration and transparency among care team, external partners, and administrators.

7. Customizable approval, notification, and archiving rules based on source, document type, or user role.