Filing Inbound Documents

Last updated: 16 April 2026

Filing Inbound Documents

Inbound documents - letters, referral responses, discharge summaries, and other correspondence - can be uploaded to the filing queue and processed into patient records.

Uploading Documents

  1. Click the Upload button in the filing queue
  2. Drag and drop files or browse to select them
  3. The document is added to the queue in the Unmatched state

Supported formats include PDF, images (PNG, JPEG), and common document types.

AI Analysis

When enabled, the system can automatically analyse uploaded documents to extract:

  • Document title - a suggested title based on the content
  • Document type - classification (e.g. letter, referral, discharge summary)
  • Clinical codes - suggested SNOMED codes for the content
  • Patient details - name, date of birth, and NHS number for matching

AI analysis runs automatically on upload if configured, or can be triggered manually from the actions panel.

Editing Document Details

Before filing, you can edit the document's metadata:

  • Title - update the document title to something meaningful
  • Type - select the correct document type from the dropdown

These details appear in the patient's document list after filing.

Filing a Document

  1. Review the document content in the preview tab
  2. Match the document to the correct patient
  3. Edit details - update the title and type if needed
  4. Add codes - add SNOMED codes for clinical categorisation
  5. Action - create tasks or send messages as needed
  6. Finalise - file the document to the patient's record

Once finalised, the document is stored in the patient's Documents section.

AI Settings

Organisation administrators can configure AI analysis under Settings > Filing > AI Analysis. This includes enabling or disabling automatic analysis on upload.

Tip: For documents that arrive regularly in the same format, AI analysis improves over time as it learns the patterns.