Give Maxly's AI scribe more context by uploading supporting documents like lab results, diagnostic imaging reports, or referral letters—so it can draft better clinical notes for you.
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When you upload files—such as PDFs, Word documents, text files, or images—into the Notes and Context section of an encounter, Maxly extracts the text and uses it as additional context for drafting your clinical note. The AI Assistant can also reference your uploaded attachments when answering questions during the session. Once your note is finalized, you review it and export or copy it to your PIMS as usual.
Why Upload Documents to Maxly?
Uploading supporting documents gives the AI scribe richer context to work with:
Better Note Drafts: When Maxly has access to relevant lab results, diagnostic imaging reports, or referral letters, it can produce more informed and comprehensive note drafts for your review.
Ask Questions During the Session: The AI Assistant can reference your uploaded documents when answering questions—for example, "What were the key findings in the bloodwork?"
Reference Material at a Glance: Preview uploaded documents alongside your encounter without switching between systems.
Note: Always review your AI-generated notes for accuracy and export the final version to your PIMS.
Supported File Types and Limits
Maxly supports the following file types for upload:
Images: PNG, JPEG, JPG, GIF, WebP
Documents: PDF, Word (.docx), Plain Text (.txt)
Maximum file size: 200 MB per file
Note: Legacy .doc files are not supported. If you have a .doc file, save it as .docx in Microsoft Word before uploading.
How to Upload Attachments
Step 1: Open or Create an Encounter
Log In: Sign in to your Maxly account at https://secure.maxly.vet/en/sign-in.
Open an Encounter: Navigate to an existing encounter from your dashboard, or click "New Encounter" to start a new session.
Step 2: Find the Notes and Context Section
Locate the Notes Tab: On the right side of the encounter screen, find the "Notes" tab—its icon looks like a small notepad.
Open the Notes Tab: Click to expand the Notes and Context panel.
Step 3: Upload Your File
Option A – Use the Upload Button:
Click the upload icon (an upward arrow) at the top-right of the Notes and Context section. A file picker will open. Select one or more files from your device.
Option B – Drag and Drop:
Drag a file from your computer and drop it directly onto the Notes and Context area.
Step 4: Wait for Processing
Once uploaded, you'll see a confirmation message: "File uploaded successfully. Text extraction is in progress..."
Each attachment appears as a tag in the Notes and Context section with a status indicator:
Spinning icon: The file is being processed and text is being extracted.
Green checkmark: Text extraction is complete. The content is ready for use.
Red "Failed" label: Extraction encountered an issue. Try re-uploading the file.
Step 5: Preview Your Attachment
Click on any attachment tag to open a preview drawer on the right side of the screen:
PDFs display in an inline viewer.
Images display as a full preview.
Text files and Word documents show the extracted text content.
Managing Your Attachments
Delete an Attachment: Click the "X" button on any attachment tag to remove it from the encounter.
Multiple Attachments: You can upload multiple files to the same encounter. All attachments are listed in the Notes and Context section.
How Attachments Work with AI-Generated Notes
When you generate a clinical note, Maxly's AI includes the extracted text from your uploaded attachments as additional context. For example:
Uploaded lab results may be referenced when drafting assessment and plan sections.
Diagnostic imaging reports can provide additional background for the generated note.
Referral letters add context that the AI can draw from when drafting the clinical narrative.
You don't need to record or transcribe a session to generate a note. If you have supporting documents and typed notes in the Notes and Context section, you can click "Generate Note from Context" directly—Maxly's AI will draft a clinical note based on the attachments and notes alone. This is useful for scenarios like summarizing outside records, drafting referral letters from uploaded documents, or creating notes from pre-written context.
Important: As with all AI-generated content, always review the final note for accuracy and completeness before using it in your clinical workflow.
Querying Attachments with the AI Assistant
The AI Assistant can answer questions about your uploaded documents. After uploading attachments to an encounter:
Open the AI Assistant: Click the "AI Assistant" tab on the right sidebar of the encounter.
Ask a Question: Type a question related to your uploaded documents, such as:
"What were the key findings in the bloodwork?"
"Summarize the referral letter from the specialist."
"What medications are listed in the patient's records?"
"Are there any abnormal values in the uploaded lab results?"
Get an Answer: The AI Assistant references the extracted text from your attachments alongside the encounter transcription and notes to help answer your question. Always verify AI-generated responses against the original documents.
For more on using the AI Assistant, see our Using the Maxly AI Assistant to Gain Insights article.
Tips for Using Attachments
Upload Before Generating Notes: For best results, upload all relevant documents before clicking "Generate Note" so the AI has the full context available. Recording is not required—you can generate a note from your attachments and typed notes alone.
Use Clear File Names: Name your files descriptively (e.g., "CBC_Results_Jan2026.pdf") so they're easy to identify in the attachment list.
Combine with Notes: Type additional context in the Notes tab alongside your attachments to give the AI even more information to work with.
Check Extraction Status: Make sure your attachments show a green checkmark before generating notes or asking the AI Assistant questions—this confirms the text has been successfully extracted.
Review AI Output: Always review AI-generated notes for accuracy and export the final version to your PIMS.
Troubleshooting
File Not Uploading? Ensure your file is a supported type (PDF, DOCX, TXT, PNG, JPEG, GIF, or WebP) and is under 200 MB. If issues persist, try refreshing the page.
Text Extraction Failed? Some files with complex layouts or low-resolution scans may not extract fully. If extraction fails, try re-uploading the file. For scanned documents, ensure the image quality is clear and readable. You can always preview the original attachment to verify the extracted content.
Can't See Attachments? Make sure the Notes tab is open on the right side of the encounter screen. If it's not visible, try resizing your browser window.
Upload Button Disabled? The upload button is temporarily disabled while recording is active, another upload is in progress, or the note is being saved. Wait for the current operation to complete.
Need Help? Email us at hello@maxly.vet or book a demo for personalized assistance.
Get Started with Document Attachments
Ready to give Maxly's AI scribe more context? Log in at https://secure.maxly.vet/en/sign-in, open an encounter, and try uploading a supporting document to the Notes and Context section. For a visual guide, watch our demo video: Watch the Maxly Demo.