Uploading Documents to the Inbox
The Inbox receives inbound clinical documents — faxes, uploaded progress notes, lab reports, and more. Once a document lands in the Inbox, you can review its AI-extracted data and assign it to a patient.
Navigating to the Inbox
From the left navigation, select Communications, then choose the Inbox tab. Alternatively, navigate directly to /inbox. The page shows the Inbox table, which defaults to displaying Unassigned Documents.
Uploading a New Document
- Click Upload Document in the upper right.
- A dialog opens. Select the file you want to upload (PDF, image, or other supported format).
- The system uploads the file and returns you to the Inbox list.
If the file transfer does not finish within about a minute, the upload dialog shows an error asking you to check your connection and try again (including when you use Retry Upload). Once the file is stored successfully, your document appears in the table. While it is being processed, its status shows Processing with an animated progress bar. Processing time depends on document size and the number of items in the queue.
When Processing Takes Too Long
If a document has been processing for more than about five minutes, its row stops showing the animated progress bar. What you see next depends on whether processing is still underway:
- Taking longer than expected (orange chip) — the document is still being worked on in the background. The page keeps watching and updates the row when processing finishes; hovering the chip also reminds you that refreshing shows the latest status. This is not a failure; the document may still finish on its own.
- Failed to run (red chip) — processing never started for this document. Use the Retry extraction action on the row to try again.
The five minutes are counted from the start of the current processing attempt, not from when you opened the page. A document that has been stuck since yesterday therefore shows one of these chips the moment the Inbox loads, and refreshing the table or reloading the page will not put it back on a progress bar.
When you use Retry extraction, the countdown starts over. The row goes straight back to Processing with a progress bar, and only shows a chip again if the new attempt runs past five minutes.
Once the document finishes, the row shows its real status (for example Ready or Extraction failed) instead of the stalled chip.
Document Status Workflow
Each document moves through the following statuses:
| Status | What it means |
|---|---|
| Waiting for upload | The upload is not yet complete |
| Processing | The document is being analyzed — AI is extracting patient data and clinical observations |
| Taking longer than expected | The current processing attempt has run more than five minutes and is still underway; the page keeps watching and updates when it finishes |
| Failed to run | Processing never started for this document; use Retry extraction on the row to try again |
| Ready | Processing is complete; the document is ready for review and assignment |
| Assigned | The document has been matched to a patient |
| Extraction failed | The AI could not extract data from the document; you can still assign it manually |
Filtering the Inbox
By status
Use the Document Status dropdown above the table to switch between:
- Unassigned Documents (default) — shows all documents that have not yet been matched to a patient
- All Documents — shows every document regardless of assignment status
- Assigned Documents — shows only documents that have been assigned
By business unit
If your account spans multiple business units, a business unit filter appears above the table. Select a unit to limit the view to documents in that unit.
By search text
Type in the search field to filter by filename, patient name, or source.
Viewing a Document
Click any row in the table (except items still awaiting upload) to open the Document Details panel on the right. The panel shows document information, status, AI extraction results, and actions. See Reviewing and Assigning Documents for what to do next.