Overview
AI Document Processing is a premium feature that automatically reads and organizes incoming documents in your Inbox. If your organization has this feature enabled, the system will classify documents, extract patient information, and prepare everything for your review — reducing the manual data entry involved in processing incoming faxes and referrals.
How It Works
When a document arrives in your Inbox, the AI pipeline runs automatically and performs four functions:
Classify — Identifies the document type for each page (e.g., prescription, physician notes, sleep study, demographic information).
Separate — Splits multi-patient files into individual records, so each patient's documents are grouped together.
Extract — Pulls patient demographics and other relevant details directly from the document.
Match — Checks whether the patient already exists in your database. If they do, the documents are associated with that patient. If they don't, the patient is flagged as new so you can create the record.
By the time you open a document, the AI has already done this work. Your role is to review what the system found, fill in anything it missed, and confirm.
Identifying AI-Processed Documents
In your Incoming Document queue, documents that have been processed by AI will display the NikoHealth logo next to the document name. If you don't see the logo, the document was not processed by AI and should be handled through your standard workflow.
Reviewing and Creating Patient Records
When you open an AI-processed document, the left panel displays the organized results — broken out by page number, document type, and associated patient.
For new patients, click Patient Details to review the information the AI extracted.
Confirm that the data is accurate, and add any required fields the system wasn't able to populate (for example, location). A red banner will appear at the bottom of the screen if required information is still missing. Once everything is complete, click Create Patient.
After the patient is created, all associated documents from the fax are automatically categorized by type and attached to the patient's profile.
For multi-patient faxes, work through each patient in order from top to bottom in the left panel. The process is the same for each one: review, complete, and create. Once all patients have been addressed, click Confirm and Save.
New Patients vs. Existing Patients
It's important to understand how the system behaves differently depending on whether a patient is new or already exists in your database.
New patients get the full treatment — the AI extracts demographics, identifies and categorizes documents, and may also extract available insurance details during the patient creation workflow. Always review what's been populated and be prepared to add anything that's missing.
Existing patients are handled differently. The AI will classify and attach documents to the patient's profile, but it will not modify any existing patient information. If the incoming documents contain updated details for a patient already in your system, you'll need to update those manually.
What to Expect from the AI
AI Document Processing is designed to give you a strong starting point — not a finished product. Here are a few things to keep in mind:
If the AI can't confidently identify a piece of information, it will leave the field blank rather than guess. This is intentional. It's better to fill in a blank than to correct a wrong entry.
The quality of what the system extracts depends on the quality and clarity of the source document. A blurry fax or unusual format may result in more fields left for you to complete.
This feature is actively evolving. As NikoHealth continues to improve the AI's accuracy and capabilities, you may notice the system handling more of the work over time.
Tips
Always review before confirming. The AI is accurate, but your verification is a critical part of the workflow.
Look for the NikoHealth logo in the Inbox queue to quickly identify which documents have been AI-processed.
Work top to bottom through the left panel for multi-patient faxes — the system has already organized the patients for you.
Remember the workflow: the AI classifies, separates, extracts, and matches. You verify, complete, and confirm.