Document Management is the inbox for paperwork arriving from outside — referral packets, signed orders, and other faxes and emails. Each document is read on arrival, typed, and matched to a patient where possible. You confirm the guess and route it.
Review a document
Click Document Management in the sidebar. The queue lists documents newest first. Each card shows the name, arrival time, linked patient (or Not linked to patient yet), a type badge (Referral, Physician Order, Other), a source badge (Fax, Email), and a status badge.
Click a card. The preview opens on the right; multi-file documents show a tab per file.
Click Extracted Info to see what was pulled: patient name, date of birth, MRN, facility, physician, diagnosis.
Note: A patient line with the info icon AI suggested patient match is a suggestion. Confirm name and date of birth against the document before acting on it.
Route the document
Actions live in the three-dot menu at the top of the detail panel. Which ones appear depends on the type and status.
Send a referral to Intake (type Referral):
Three-dot menu → Send to Intake.
Search the patient by name or MRN, or click Use This Patient on the suggestion if it matches.
New patient → Create a new patient instead, enter First Name, Last Name, Date of Birth.
Click Send to Intake. Multi-file faxes travel together as one referral.
Add pages to an existing referral: three-dot menu → Link to Referral → search → select → Link to Referral.
File to a patient's chart: click the link icon next to the patient name → choose Patient or Referral → search and select. The document is marked Attached and appears in the patient's Documents.
Match a signed order (type Physician Order, linked to a patient): three-dot menu → Associate with Order → pick the order → Associate & Sign. The order is marked signed.
Fix a wrong type: three-dot menu → Change Type → Referral, Physician Order, or Other. The correct actions appear once the type is right.
Flag for a teammate: Mark as Needs Review applies the red Needs review badge.
Archive: three-dot menu → Archive (or select multiple cards → Archive). Archived documents are out of the queue, not deleted — filter Status to Archived and Unarchive to bring one back.
Status badges
Badge | Meaning |
Received | Arrived, waiting for processing |
Processing | Being read and extracted |
Needs review | Flagged for manual review |
Sent to intake | Became a referral on the Intake board |
Attached | Filed on a patient's chart |
Archived | Out of the working queue |
If something goes wrong
The document cannot be matched to a patient. Link it manually with the link icon. If the pages are cut off or unreadable, contact the sender for a resend.
A signed order came back as only the signature page. Each outbound page carries a QR code anchored to the signature line with patient identifiers, so the returned page still matches to the right order on scan.