Document Inbox & Document Triage (Canada)

Introduction to Inbox Assistant:

Introducing Phelix's Fax Inbox Solution: Modernizing Administrative Workflows

Managing incoming faxes in healthcare administration is traditionally cumbersome and time-consuming. Phelix's Fax Inbox Solution employs AI to automate the process, replacing manual steps such as tagging faxes, classifying documents, patient searches in OSCAR, and document uploads into EMRs. Our solution centralizes all fax sources, conducts real-time patient searches, and automates tasks within OSCAR.

Say goodbye to the old, labor-intensive methods and embrace a streamlined, efficient administrative workflow with Phelix's AI technology.

Access Fax Inbox

• Log in to your Phelix account with the email and password that you used to set up your account by accessing https://app.blockhealth.co/
• On the top left corner, click on the Inbox dropdown > Fax 

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Receiving / Uploading Faxes

• If you've set up an integration with your e-fax provider through the Control Panel, faxes will appear in this 'Fax Inbox' tab
• If you are uploading faxes individually into the Fax Inbox tab, use the ‘+ New Fax’ button to select and upload a fax into the inbox

Viewing and Processing Faxes

• Once the Processing column to the right says , click on the fax PDF (that you uploaded/received), to launch the Phelix Document Viewer
• For new patients or new referrals: to start processing the referral, click on the red 'New Referral' button on the right
• For existing patients: to add the referral/lab report/consult note/etc. to an existing chart, click on the 'Save' next to the ‘New Referral’ button

Navigating fax Inbox:

After clicking on "fax," you have two view options:

• Thumbnail view: The Thumbnail View is a visual alternative, displaying the document in the center with a thumbnail of the first page on the left. It's ideal for staff who prefer a more visual approach, allowing easy triaging of new referrals or existing patient documents on the right.
• List view: In list view, Phelix automates document organization, including document priority, patient name (if matched), document type, and provider information, eliminating the need for manual staff tasks. 

• Phelix fetches various elements from the incoming document and provides a brief summary of the incoming faxes without opening the faxes. Some of the information that we get to see right away includes:
  - Date and time of upload
  - Number of pages
  - Priority
  - Sender
  - Document type with confidence level
  - Patient matching (shows "match found" or "no match")
  - Fax status
  - You can search for faxes by typing the patient or referring physician's name.
  - Deleted faxes can be accessed by clicking on the ‘Recycle Bin’ Icon

Clicking on the three dots will give you the option of deleting or downloading a fax.

Navigation after clicking on a fax

To triage a fax, simply click on a fax, which will open a new interface with various functions.

Thumbnail and Page Previews:
- On the left side of the interface, you will find thumbnail views of the faxes, along with previews of the pages.

Splitting Documents:
- When you click the "split" button, you can specify the pages you wish to separate.

- To keep the original file, ensure the checkbox is selected; unchecking it will delete the original file and keep only the split documents.
- Confirm your selection by clicking "split" to create new documents.

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Zoom and Rotate:
- In the center of the interface, you can utilize the provided buttons to zoom in and out of the fax pages.
- Additionally, you can rotate the document using the adjacent buttons.

Print, Download, and Delete:
- On the right side of the screen, you have the option to print, download, or delete the fax.

Save Referral workflow

• To triage a referral of an existing patient, click on ‘Save’ to start the process

• The patient details are fetched from the referral document, and the AI finds the perfect match from the directory.
• Document details such as document type and date are also fetched
• The document can also be assigned to different physicians and users using the ‘Assign Task’ toggle. 
  • A reminder note can also be sent while assigning the task
• The priority is also detected from the document
• After reviewing the details, the referral can be saved into the patient chart.

'New Referral' Button Workflow

To triage a referral for a new patient, click on ‘New Referral’ to start the process.

To create a new referral, follow these 4 steps:

Step 1:

Review Patient Information. In this step, the AI will retrieve the patient details from the document.

Review the patient details, field by field. If any fields are incomplete or incorrect, you can still correct them before proceeding forward

• • Note: Phone numbers entered here would receive downstream checkpoints / messages if checkpoints are set up

• Once the patient details have been reviewed/corrected, press the ‘Next’ to move onto the next step in the order creation process

Step 2:

Review referring provider information 

• • Review the provider extraction details and automated physician match (if found)
  • You can also use the fast search to select a provider from our directory
    • Note: Fax number used in this step will receive fax notifications that
      1. Referral has been received (once the referral has been processed/added)
      2. Appointment has been booked (once the appointment has been booked in the EMR)
  • Once the provider details have been reviewed/corrected, press the 'Next' to move onto the next step in the process
  • To update any information of the referring physician, update the information that needs to be changed and click on ‘Update Directory’

Step 3:

Review clinical triage details. 

This step moves to the Clinical Triage details and fetches ‘Referral reasons/CPT codes’ and ‘Diagnosis’ from the referral document. Once the clinical triage details have been reviewed/corrected, press the 'Next' to move onto the next step in the process

Step 4

Assigning Provider, Requesting Missing Items, and Pushing Fax to EMR

This is the final step of completing the triage of the new referral and gives an overview of the patient details and the user/physician to the referral needs to be assigned. 

• If items are missing click 'Add Checklist Item' to create an itemized list of missing items that sends a fax list of missing items to the fax number entered in the 'Referring Physician' step previously. Once the list is created, uncheck all the boxes and click on 'Request Missing Items'
• If for some reason you wish to decline the referral, click on 'Decline Referral'
• If referral is complete, you can assign the referral to a physician
• If a physician is assigned then it will add referral / pdf in provider inbox and patient chart
• If no physician is assigned it will just add referral / pdf in only patient chart
• You can select the document type that you wish to save the referral under. By default, 'Other' is preselected, and in the field underneath you can type the document name
• Click on ‘Create’ to complete the process

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Note: To Decline a fax, click on the ‘Decline’ button and choose the declining reason as needed.

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Note: To request any missing information from the referral click on the ‘Request Missing Items and Add Incomplete Referral’ button

This will prompt an interface where the user will be able to add the missing items and send the request back to the referring physician.

 

OSCAR - Example of fax in a patient's chart

• Once you click the ‘Save’ button or ‘Add Referral’ button, the fax will be automatically uploaded to the EMR. It can be found in the patient’s chart when you click ‘Documents’ under the ‘Resources’ menu on the left-hand side.

• Once you click on ‘Document’, you will be able to see the fax and the document type you selected under ‘Document Description’

 

Accuro - Example of fax in a patient's chart

• Once you click the ‘Save’ button or ‘Add Referral’ button, the fax will be automatically uploaded to the EMR. It can be found when you click on the ‘Home’ button on the top left corner and then click on ‘Documents’.
  

 

Splitting Faxes

• For instructions on how to separate/split faxes, please see THIS VIDEO.

Walkthrough of Fax Inbox:

• For OSCAR walkthrough of the fax inbox, please see THIS VIDEO
• For ACCURO walkthrough of the fax inbox, please see THIS VIDEO

Booking an appointment for completed referrals

• After processing the fax in the ‘Fax Inbox’, the patient will drop into the 'Triage' tab - please note that this tab is not in use anymore.

• It will also drop into the 'Referral Received' tab in the new UI.

• The patient will stay in these tabs until the appointment has been booked in the EMR. Once booked, the referral will clear from the lists (in the new UI it will drop into the 'Referral Booked' tab).
  
  
• For OSCAR EMR: If a provider needs to review the referral, they can review it in Oscar Inbox and send messages to admin as before.