Quick Links
Description
Location
Use
🔹View the Inbox
🔹Upload Files to the Inbox and Assign a Practitioner
🔹Review a File assigned for your Review
Permissions
Inbox Limitations
Inbox Issues
Description
The Inbox Management System helps clinics efficiently handle incoming documents and Files. New items land in the Inbox, where staff categorize them, link them to the correct patient, and assign them to the appropriate practitioner. Once assigned, the practitioner receives a Review Task to acknowledge and act on the file.
In short, the Inbox supports the full lifecycle of a File: upload, categorize, assign, review, and add to the patient chart or consultation.
Clinics use it to manage items like faxes, lab results, and consult reports.
Common tasks you’ll perform in the Inbox include:
-
Uploading and categorizing Files
-
Assigning Files to patients and practitioners
-
Marking tasks as acknowledged or dismissed
-
Creating and managing tasks and comments
Location
The Inbox icon is located in the left-hand column.
Use
Below, we will cover all the features of the Inbox and how to use it.
View the Inbox
1. Click on the Inbox icon in the left column
A. Inbox
New, unreviewed files that have not yet been assigned to a practitioner.
B. Patient
Files that are linked to a specific patient. These exclude admin files or anything not yet connected to a chart.
C. Admin
These are internal clinic files assigned to the Admin category. These are not linked to a patient.
D. Archived
Files that have been archived because they’re junk, duplicates, or unrelated to a patient or the clinic.
E. All
Every file across all categories.
F. Search
Search files by title.
G. Sort
Adjust how files are ordered in the list.
H. New Upload
Upload a file directly to the Inbox. (Incoming faxes can be configured to appear here automatically.)
I. Filters
Selecting a file type (Inbox, Patient, Admin, etc.) applies filters to the list. You can remove individual filters or clear them all to view every file.
J. File
Represents the individual file in the Inbox. Click the title to open it and assign it to a practitioner.
Upload Files to the Inbox and Assign a Practitioner
1. Click on the Inbox icon in the left column
2. On the right-hand side bar (if you've minimized your screen, you may need to expand it), click New Upload
3. Choose the item from your computer
4. Click Start Upload
- To link a patient to the file, start typing in the Patient field and choose from the dropdown.
- To assign a practitioner to the file, start typing in the Assign To field and choose from the dropdown.
Review a File assigned for your Review
Permissions
- Practitioners: Have access to their file review tasks and the unassigned items. Access to other practitioners’ tasks is not restricted at this time; however, actioning other practitioners' tasks is not available. The user must add themselves to the file review task to acknowledge or dismiss it.
- Staff: Can view unassigned and archived items but not actioned tasks unless specified. They do not have a “file review” task type
Files Limitations
These are topics that we are aware of and working to address in the future:
- Automated tagging of abnormal results for prioritization.
- Advanced AI analysis for result trends and disease patterns.
- Integration with patient communication portals.
Files Issues
These are current issues that we are aware of:
- The initial implementation will lack advanced filtering for staff.
- Limited to basic file editing tools (e.g., rotate, split).
- Users may experience slight delays in file uploads under high server loads.