AI document filing for medical practices
doc_autofile reads scanned documents, identifies the patient, classifies the document type, and files it into the correct folder in your EMR — in about 20 seconds, with no manual searching or sorting.
The problem
Every fax, consult note, outside lab, and insurance card that arrives at a practice has to be opened, read, matched to a patient, categorized, and filed by hand. For a busy front office, that's hours of repetitive work each week — and every manual step is a chance to file a document to the wrong chart.
How it works
Watch one document make the trip — the same pipeline every page goes through, end to end, in about twenty seconds. Scroll to follow it.
Staff scan documents as usual. Files land in a watched folder — no new habits to learn.
OCR extracts the text; AI identifies the document type, date, and patient details.
Identity is confirmed against your own records with fuzzy matching and confidence scoring. Below threshold? Human review — never auto-filed.
High-confidence documents are filed into the correct patient folder and EMR category, with a PHI-free filename.
Features
Every decision the engine makes is scored, logged, and explainable — and anything it isn't sure about goes to a human.
Lab Documents, Consult Notes, Insurance Card, X-Ray Documents, Referral Notes, and more — filed straight into the structure your staff already use.
Auto-file only above a configurable threshold. Everything else goes to manual review with a plain-English explanation of why it was flagged.
Every document is fingerprinted before processing. The same page is never filed twice — even if it's scanned twice.
Patient identity lives in the chart, not the filename. Filed documents carry only a type, a date, and a unique ID.
A staff-readable daily ops log, an automatic end-of-day summary, and a separate anonymized, hash-based audit trail designed for HIPAA environments.
Lightweight enough to run on a single small device on-premises — no servers to rack, no patient database in someone else's cloud.
Privacy & security
Patient identification never leaves your network. All patient matching happens locally against the practice's own records. Only document content is sent for AI classification.
About
doc_autofile was built inside a working medical practice by the IT staff who lived the problem — not designed in a boardroom. It runs in production today, filing real documents for a real clinic.
We're currently developing direct EMR integration for eClinicalWorks v12.
Whether you're a practice drowning in faxes or an EMR partner, we'd like to hear from you.
Get in touchreplies within 1–2 business days