Smarter Week

How to automate it

How to automate “sort, index and file incoming faxes and records”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today.

45 min
typically, every day
65%
of the time can be automated
Some setup
to set up

Fix 1 of 1

Software feature

Let AI sort faxes and referrals into the right chart and queue

Intelligent document tools read incoming faxes and referrals, match them to the patient, label the document type and route it. Staff check the uncertain ones instead of sorting every page.

Typically saves about 50% of the time4 h to set up
  1. 1Count how many faxes and referrals you handle a day.
  2. 2Ask IT about AI document processing that works with your EHR (for example Tennr, Concord, Medsender or Notable).
  3. 3Start with one document type, such as referrals or outside records.
  4. 4Review the low-confidence items daily.
  5. 5Only use tools your organization has approved and covered by a HIPAA business associate agreement (BAA) for anything with patient information.

Tools: Tennr · Concord · Medsender · Notable

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Medical assistant / front desk

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Medical assistants / front desk staff