Reviewing and Assigning Documents
Once a document has been processed by the Inbox, you can review the AI-extracted data against the document, accept, correct, remove, or add facts, and assign the document to a patient. When extraction is clean and the system finds a unique patient match with active insurance, assignment and clinical import happen automatically. If the unique match has inactive (termed) insurance, the inbox list shows a red Termed chip next to the patient name and the document stays unassigned. If extraction needs review (quality concerns or suspicious document text), the inbox list shows a yellow Review chip next to the filename and the document is not assigned or imported until you use Assign to Patient — assigning then imports the extracted clinical data into the patient’s chart.
Opening a Document
From the Inbox, click any row whose status is Ready, Assigned, or Extraction failed. A Document Details panel slides in from the right.
A row marked Waiting for AI budget is waiting because your organization’s monthly AI budget is being paced. This is not an error. Processing starts automatically when budget becomes available, and Retry extraction is not offered while the document waits. When processing resumes, the row returns to its active processing status while the page confirms that work is underway.
A row marked Taking longer than expected has been on its current processing attempt for more than five minutes and is still underway — the page keeps watching and updates the row when processing finishes, so you can wait or refresh before you try to review it. A row marked Failed to run means processing never started; use Retry extraction on that row, which starts the five minutes over and returns the row to Processing, then review once it finishes.
The top of the panel shows:
- Filename
- Status chip
- Source — where the document originated (e.g., portal upload, fax)
- Created — when the document arrived
When the AI extracted patient details, the panel also shows an Extracted Patient Information card with the patient’s name, date of birth (as a calendar date without a time), and other identifying fields.
If the AI flagged the extraction for review, you see a yellow Review suggested alert listing the specific reasons (for example, low extraction quality or suspicious text in the document). The document remains unassigned until you assign it, even when a likely patient match is shown in Extracted Patient Information.
Previewing the Document
The panel includes a document preview. Depending on the file type, you see:
- PDF — an embedded PDF viewer that scrolls continuously through every page, with page navigation, a page-number field, and zoom controls
- Image — the image displayed inline
- Text — the document text rendered in a readable format
Searching Inside a PDF
Because the PDF preview renders pages as images, your browser’s own Ctrl+F/Cmd+F search will not find text inside it. Use the search field in the PDF toolbar (magnifying-glass icon) instead — type a word or phrase and press Enter to jump to the first match. The status next to the search field (for example 3 / 12) shows which match you’re on and how many were found, or No matches if the term doesn’t appear. Use the up/down arrow buttons (or Enter / Shift+Enter) to move to the next or previous match. For PDFs with embedded text, the viewer highlights each match in teal (current match in orange); for scanned documents, search jumps to the matching page without drawing highlight boxes.
Scroll with the mouse wheel or trackpad to move through the whole document. After you click inside the preview, arrow keys, Page Up / Page Down, Home, and End also scroll. Use the toolbar arrows or type a page number to jump directly.
Reviewing AI Extractions
Once a document has finished processing, click Review extraction in document in the Document Details panel. The review opens with the document on the left and the Extracted data list on the right, so you can check each fact while you look at the page. When you are done, click Finish to close the review, or use the close control in the title bar.
The list is grouped into Patient, Observations, Medications, Diagnoses, and Procedures. Each fact shows its name and key details (for example a lab value and units, a medication’s dose and frequency, or a diagnosis code). Medications also show whether the person is Currently taking, Not taking, or has Never taken the medication.
Marking each fact
Every fact has its own buttons:
| Button | What it records |
|---|---|
| Accept | The fact matches the document. The fact is marked Accepted and is imported as shown. |
| Correct | The fact is partly wrong. Change the fields that are off (for example the value, units, code, or dose) and click Save correction. The fact is marked Corrected and the corrected version is what gets imported. |
| Remove | The fact does not belong. It is taken off the list and is not imported. |
| Add | Something in the document was missed. Click Add at the top of the matching group, fill in the fields (a LOINC code and value for an observation, an ICD-10 code for a diagnosis, a CPT code for a procedure, or the medication name and whether the person is currently taking it), and save. The fact is marked Added. |
Patient details can be accepted or corrected, but not removed or added.
Facts you leave alone are still imported when you assign the document. Choosing Accept simply tells us you checked that fact against the document.
Highlighting in the document
For some documents, clicking a fact jumps to the page and highlights the lines in the document that support it. Use Highlight all to mark every cited passage at once; because the viewer shows one page at a time, use the page numbers under Cited pages to step through them. Highlighting is a convenience. When it is not available for a document, the Extracted data list works the same way — read the document on the left and mark each fact on the right.
OCR quality
When a fact is linked to lines in the document, you may also see an OCR quality percentage. It describes how clearly the text was read from the page. It does not tell you whether the extracted fact is clinically correct, so still check the fact against the document.
Time spent reviewing
The time you spend in the review is measured so your organization can see how long document review takes. It does not affect the document or the patient’s chart.
After the document is assigned
After a document is assigned and its data is imported, you can still open it and use the same review screen, with the document preview beside the list. The list now shows the chart entries this document added, and changes apply to the patient’s chart right away:
| Action | What it does |
|---|---|
| Accept | Records that you checked the entry against the document. The chart is not changed. |
| Correct | Updates the value, units, date, code, or dose of the entry this document added. Click Save change to apply it. |
| Remove | After you confirm, removes only what this document added. If the same diagnosis, medication, or procedure also comes from another source, that part stays in the chart. |
| Add | Adds something the document contained that was missed. It appears in the chart as coming from this document. |
Only entries this document added are listed. Information from insurance claims, other documents, or entries typed in by your team is never shown here and is never changed. Some entries, such as a “not diagnosed” note, can be removed but not corrected. If a diagnosis also comes from another source, you cannot switch it between current and previous here; change it from the patient’s chart instead.
Assigning a Document to a Patient
- In the Document Details panel, click Assign to Patient (or use the person-plus icon in the Inbox table row).
- An assignment dialog opens. The extraction review (document on the left, Extracted data with Accept, Correct, Remove, and Add on the right) appears above patient search, so you can check and fix extracted facts before assigning.
- Type the patient’s name or ID in the search field.
- Select the correct patient from the results. Date of birth appears as a calendar date without a time on the extracted patient card, in each search result, and on the selected patient confirmation. If the extracted patient card cannot be reloaded after you correct the extraction, an error appears and Assign Document stays unavailable until Retry reloads the card.
- Click Assign Document.
The system assigns the document to the patient and automatically imports the extracted clinical data — observations, diagnoses, procedures, and medication records, including any corrections and additions you made and without the facts you removed — into the patient’s chart. You do not need to manually re-enter the extracted values.
After Assignment
- The document’s status in the Inbox changes to Assigned.
- A Recent Assignments banner appears at the top of the Inbox list showing the document name and the patient it was assigned to. You can click the patient’s name in the banner to open their chart.
- The patient’s chart gains a record of the document and any imported clinical data.
Archiving a Document
If a document arrived in error or is a duplicate, click the Archive icon (downward arrow) in the Inbox table row. A confirmation dialog appears. Archived documents are hidden from the Inbox but are not permanently deleted.