Staff Image Capture
Apps that display a lock icon require VistA account credentials because they connect to the VA Electronic Health Record (EHR). To use Staff Image Capture, health care professionals must be on their VA-issued iPhone or iPad to install and launch the iOS version of the app.
iOS Version of SIC app: You must be on your VA-issued mobile device in order to install and launch the iOS version of the Staff Image Capture app. From your VA-issued mobile device home screen, find the Hub app pictured to the right, search for Staff Image capture, and tap Install.
Introduction
The Staff Image Capture (SIC) app allows VA health care professionals to capture clinical images, videos, and audio recordings with a VA-issued iPhone or iPad (government-furnished equipment, or GFE) and upload them to Veterans Health Information Systems and Technology Architecture (VistA) Imaging. These files are then attached to a Progress Note in Computerized Patient Record System (CPRS).
The app is clean and straightforward.”
I like the multiple image capture aspect and think the upgrade is great.”
Features
- Capture clinical images, videos, and audio recordings using a VA-issued iPhone or iPad.
- Upload captured media directly to VistA Imaging in a single process.
- Attach captured media files to a Progress Note in CPRS.
Instructions
Launch Requirements
To use the Staff Image Capture app, users must follow the requirements below:
- Have a VA-issued iOS device with a secure network connection (VA Wi-Fi or Cisco AnyConnect)
- GFE Mobile Access – if using Cisco AnyConnect outside of VA Wi-Fi
- PIV-D credentials on your device
Training Materials
Additional Links
FAQs
Why should I use Staff Image Capture?
The Staff Image Capture app allows VA health care professionals to capture clinical images, videos, and audio recordings using their VA-issued iPhone or iPad and upload them to VistA Imaging. These files are then attached to a Progress Note in CPRS.
What do I need to use Staff Image Capture?
To use the Staff Image Capture app, you will need the following:
- VA-issued iOS device
- Network connection (VA Wi-Fi or Cisco AnyConnect)
- GFE Mobile Access – if using Cisco AnyConnect outside of VA Wi-Fi
- PIV-D credentials on your device
How can I search for patients?
There are several ways to search for patients using Staff Image Capture:
- Search Bar — Enter the patient’s full name (first and last) or the first initial of the last name and the last four digits of their SSN.
- Provider — Find patients using their provider.
- Clinic — Find patients by clinic.
- Ward — Find patients by ward.
- Search History (History Tab) — Find patients using your recent searches.
Select any of the search categories to see a list of results. You can filter the list of Search History, Provider, Clinic, or Ward results using the search box at the top of the screen.
Where can I confirm media files were successfully uploaded?
When you Save and Submit a note, the progress of your upload will be shown to you. You can also navigate to the History tab and select Upload History to see the status of your uploads within the last hour.
How can I capture a clinical image, video, or audio recording?
Once you have selected a patient within the search results, select their name to open the patient information screen. Select Capture Media at the bottom of the screen. A pop-up box will appear asking you to confirm that the patient has consented to the media capture and reminding you that taking images of documents is prohibited. Select Confirm to open the capture interface.
Can I upload multiple media files?
Yes. You can capture multiple clinical images, videos, and audio recordings and upload them directly to VistA Imaging in a single process.
How do I upload multiple media files?
After confirming patient consent, use the capture interface to capture clinical images, videos, and audio recordings. Captured media files can be reviewed before proceeding with the note information and upload process.
How can I add notes about captured media files?
After you capture the media files, an Unsaved Note screen will appear. If you don’t have your note title or location defaults entered on the Profile tab, use Select Note Title and Select a Location to choose the appropriate note title and location for the captured media files.
NOTE: For note titles and locations, you can filter the list of results using the search box at the top of the screen.
Review individual images and enter comments in the Media tab. Use the text field directly under the image preview to enter comments for that specific image.
In the General Comments tab, you can enter general comments that will be associated with the group of files rather than an individual image. Once you’ve entered all necessary information, select the Save & Submit button at the bottom to proceed.
A pop-up box will appear prompting you to sign electronically. Enter your electronic signature code, then select Sign to upload the captured media files to VistA Imaging. The note will appear as a Progress Note in CPRS/VistA.
How can I recover media files that were captured but never uploaded?
If you are unable to upload captured images, videos, or audio recordings, you can recover and upload them by creating a new note for up to six months.
Search for the patient and select their name to open the patient information screen. Select Saved Media. You will see 40 of the most recent media files captured for that patient in the last six months, along with when they were taken. Select any files you need to upload and select Done in the top-right corner to proceed to the Unsaved Note screen. Complete your documentation and select Save & Submit to upload the files to VistA Imaging.
How do I set my default note title and clinic location?
You can set a default progress note title and clinic location in the Profile section. Select the Profile icon in the bottom navigation bar. Then search for and select your preferred default progress note title and clinic. These will automatically populate on the preview screen. You can also change one or both on the preview screen.
How do I add Encounter Information to a note?
At this time, the Staff Image Capture app does not allow VA health care professionals to enter Encounter Information for notes. Progress notes are saved as Historical Visits.
Does Staff Image Capture support CPRS Note Templates?
No, the Staff Image Capture app does not support CPRS note templates, such as boilerplates or dialog templates.
What do I do if I need additional information or help?
To access resources within the app, select the Information icon (the letter ‘i’ in a circle) in the top-right corner of the screen.
If you are encountering an issue or bug, select Debug Info at the top-right corner and copy it by selecting Send Debug Info, then Copy when prompted. Select the OCC Help Desk hyperlink and sign in to submit a ticket. Paste the debug information you copied into your ticket.
Additional resources, such as an At A Glance and a Slideshow, can be found on mobile.va.gov/app/staff-image-capture.
If you need technical assistance with the Staff Image Capture app, dial 866-651-3180 to speak with a VA representative. For TTY assistance, dial 711. You may also visit the Office of Connected Care Help Desk Web Portal at occhdsupport.ironbow.com/dva for support.
Release Notes
Staff Image Capture v3.1.0:
6/12/26
- Timeout Improvements: The app will now alert you when you are about to time out of a session, even if you’re still capturing media.
- Audio and Video Duration: Audio and Video files now show their duration in the thumbnail.
- Preserve More Media: The 40-file per-patient limit for Saved Media has been removed.
- Removed Comment Requirement: Comments are no longer required when submitting a note.
- Bug Fixes: Various bugs have been resolved to improve app performance and reliability.
Staff Image Capture v3.0:
3/25/26
- Video and Audio Capture: The camera can now be used to capture both video and audio clips, which can be uploaded alongside images in a note.
- Session Timeout Update: The session timeout warning notification will now only appear if a provider was in the middle of writing a note before leaving the application.
- Default Location for Inpatients: For patients assigned to an inpatient ward, their location will now pull automatically into the note.
- Bug Fixes: Various bugs have been resolved to improve app performance and reliability.
Staff Image Capture v2.5:
10/31/25
- Redesigned Information Screen: A new and improved Information Screen includes links to release notes, a feedback form, and details about the latest features.
- UI Improvements: We’ve updated the look and feel of the application to optimize it for iOS 26 and create a smoother user experience.
- Bug Fixes: Various bugs have been resolved to improve app performance and reliability.
Staff Image Capture v2.4.3:
9/17/25
- Bug Fixes: Resolved the “No LocationIen Error” that occurred when selecting an encounter location from the Recently Selected section. Also fixed an issue that prevented the progress note list from populating for some users.
Staff Image Capture v2.4.2:
9/4/25
- Bug fixes: Fixed a "user not authorized to sign" error caused when trying to save and submit images for a patient with a sensitive record flag.
Staff Image Capture v2.4.1:
8/28/25
- General Comments Keyboard: Dismiss the keyboard when entering general comments by selecting Done at the top right of the keyboard.
- Optimize App Performance: Updated background services to the latest version to improve stability and performance.
- Bug fixes: Fixed an error that occurred when submitting again after entering an incorrect e-signature, which created an unsigned note in the patient’s chart.
Staff Image Capture v2.4:
7/31/25
Here’s what’s new, improved, and actually useful:
- New Feature Banner: A banner now appears at the top of the app to highlight what’s new in this version.
- Image Comments — General and Specific: You can now add a general comment for all images in a set or attach specific comments to individual images.
- Tile View and Carousel Preview: After capturing images, they appear in a tile view. Tapping an image opens a carousel preview where you can review, edit, or delete.
- Relocated Save Button: The Save button has moved to the bottom of the screen to improve accessibility, particularly on devices with attachments.
- Increased Image Limit: The app now allows up to 20 images per session, giving you more flexibility when documenting.
- Grouped Image Uploads in VistA Imaging: When uploading multiple images, they are now grouped into a single entry within VistA Imaging Display.
- Automatic Image Storage: Up to 40 images per patient are now stored automatically for 30 days. If uploads fail or a connection drops, the images remain saved and can be uploaded later.
- User Interface Enhancements: We made minor visual updates to reduce clutter and improve ease of use.
- Bug Fixes: Various bugs have been resolved to improve app performance and reliability.
Staff Image Capture v2.3.1:
5/19/25
- Error Handling: Have you ever experienced the app stalling out when attempting to upload your images and your progress note is uploaded, but your images are not? This occurs when the images are submitted, and something goes wrong with service responsible to receive and upload them. This patch will now display a pop modal letting you know there was a VistA Error and the give you an opportunity to retry during that active session.
Staff Image Capture v2.3:
5/6/25
- Upload Confirmation: Once you save your note, you’ll now automatically be redirected to the Upload Status page where you can confirm your upload was successful. If for some reason it fails, you’ll see “Error Loading.” Clicking this will give you details about which image failed to load.
- Enhanced Annotations: We've made some great updates to our annotation tools, making it easier than ever to mark up images with precision and clarity.
- Restricted Record Modal: Introducing the same modal you see in CPRS when you select a patient with a restricted record. This ensure you’re aware this patient has elected to have their record restricted for privacy purposes.
- VPN Connection Alerts: Never miss a beat! Now, if you're not connected to the VPN when launching the app, you'll receive a friendly reminder to connect.
- Live Progress Note Search Tips: For those using the live progress note search feature, we've added helpful messaging to remind you to enter a search term. This will streamline your search process and save you time.
- Improved Image Display: We've relocated the veteran and image identifier to the top of the image. This change ensures that your view is unobstructed, allowing for a clearer and more focused image review.
We hope these updates enhance your experience with Staff Image Capture. As always, your feedback is invaluable to us, so please let us know what you think!