A document is only useful once it is on the right chart. Linking attaches an inbox document to a patient so it appears in their record and follows their episode.
Link a document
Open the document in the Fax Inbox.
Check the extracted details against the pages in the preview — patient name, date of birth, physician. Suggested matches are guesses until you confirm them.
Click the link icon — Link this document to Patient, referral, or physician order. The Link Document dialog opens.
Choose what you are linking to — Patient, Referral, or Physician Order — then search and pick the record. When the system has a confident guess, a Suggested Patient or Suggested Order appears with a Quick Link — verify it before accepting.
The document joins the patient's chart, and the inbox row shows who it belongs to.
Warning: Confirm name and date of birth before linking. A document filed to the wrong patient is a privacy incident, not just a filing error.
Handle the hard cases
No match found. The patient may not exist yet — a referral for a new patient routes with Send to Intake instead of linking; the chart is created during intake.
Two patients with similar names. Open each candidate's profile and compare date of birth and address against the document before linking.
Duplicate. A document flagged Duplicate already has a linked copy. Verify the original is on the chart, then archive the duplicate.
Multi-patient faxes. A fax covering several patients cannot be split from the inbox — link it to the primary patient and note the others, or ask the sender to refax separately.
If something goes wrong
You linked the wrong patient. Open the document and relink it to the correct patient, then check the wrong chart to confirm the document no longer shows there. Report it per your agency's privacy policy.
The right patient is not searchable. They may be a referral that has not been admitted. Route the document to intake or hold it in Needs Review until the chart exists.