Every fax, form and record in the right chart
Incoming faxes, referrals, lab results, outside records and intake forms, indexed to the right patient and document type, and routed to the person who needs to act.
The inbox nobody owns
Every practice has one: a fax queue or document inbox that fills faster than anyone can empty it. Referrals wait to be scheduled. Lab results sit unfiled while a patient calls for them. An outside record gets attached to the wrong chart because two patients share a last name. Insurance cards get scanned but never entered, and the next claim goes out with an old member ID.
Document work is quiet, but it touches everything: patient safety, scheduling, billing and how patients feel about your office when they call.
What we do
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Fax and document indexing
We file inbound documents to the right patient and the right document type in your EHR.
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Referral processing
We log incoming referrals, attach them to the chart and route them to scheduling, with missing information requested from the referring office.
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Results routing
Lab, imaging and outside results are filed and sent to the ordering provider's task list under your rules.
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Outside records
Records requested for new patients are tracked until received and then indexed.
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Intake and demographic entry
We enter or update demographics, insurance and guarantor details from forms and card images.
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Prior authorization paperwork
Responses and approvals are attached to the chart and noted for scheduling and billing.
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Scanning backlogs
Batches of scanned paper are split, labeled and indexed.
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Exceptions list
Anything that doesn't match cleanly goes to your staff with a short note, never guessed.
How it works
Workflow review
We look at your document types, volumes, naming rules and who acts on what.
BAA and access
Signed BAA, then named EHR accounts with permissions limited to document work.
Indexing guide
We write a one-page guide for your practice: document types, naming, routing and exceptions.
Daily queue
We clear the inbox on business days against agreed turnaround targets.
Monthly report
Volumes by type, turnaround, exceptions and any patterns that need a process fix.
What you get
A cleared inbox on business days, with the backlog worked down first.
A practice-specific indexing guide your own staff can use too.
An exceptions list for documents that need a human decision at your office.
Cleaner registration data that reduces eligibility-related claim denials.
A monthly report on volume, turnaround and recurring problems, such as a referring office that keeps sending incomplete packets.
Accuracy rules we follow
Filing a document to the wrong chart is a privacy incident and a safety risk. We match on at least two identifiers before filing, label every document with a consistent type and date, and never open more of the record than the task requires, in line with HIPAA's minimum necessary standard. We don't interpret clinical content and don't make clinical decisions.
Who it's for
- Practices with a fax or document queue that is days behind
- Growing practices adding referrals faster than staff can process them
- Offices moving from paper to an EHR with a scanning backlog
- Practices where front-desk staff index documents between phone calls
Systems we work in
We work in your existing EHR document management tools and fax system, for example athenahealth, eClinicalWorks, Tebra, AdvancedMD, NextGen, DrChrono, ModMed or Practice Fusion, along with e-fax services your practice already uses.
Product names are trademarks of their owners; listed for compatibility, not endorsement.
Pricing
We quote document management after a short call, based on daily volume, document types and turnaround targets. Backlog clean-up can be quoted separately as a one-time project.
Document management & data entry questions
Straight answers. If yours isn't here, email hello@claimcoders.com.
What kinds of documents do you handle?
Inbound faxes, referral packets, lab and imaging results, hospital discharge summaries, outside medical records, prior authorization responses, insurance cards, signed consent and intake forms, and scanned paper. If it lands in your document inbox, we can index it.
How do you make sure a document goes to the right patient?
We match each document on at least two identifiers, such as full name and date of birth, before filing. Anything that doesn't match cleanly goes to an exceptions list for your staff instead of being guessed.
Do you interpret results or flag abnormal values?
No. We do not make clinical judgments. We file results to the chart and route them to the ordering provider's task list according to your rules, so a clinician reviews every result.
Can you enter patient demographics and insurance from intake forms?
Yes. We enter or update demographics, insurance and guarantor details from intake forms and card images, which also feeds cleaner claims for billing.
How quickly is the queue cleared?
We agree on a turnaround target per document type in writing, for example same business day for results and referrals, and report against it monthly.
Clear the document inbox for good.
Tell us your EHR, your daily document volume and where the backlog sits. We reply within one business day.