Cardiology
Monday's discharge stack, sorted
Lakeside Cardiology gets a weekend of hospital records in one long fax. Each patient's pages arrive as their own fax, matched to the chart, with the urgent ones at the top.
Faxes· Modules
Ultradoc reads each fax as it lands, splits it by patient down to the page, turns sideways scans upright, and matches every document to its chart, ready to file.
Split a 40-page fax by patient, page by page?Ultradoc does that.
CMP and CBC; potassium 5.6, flagged high.
Lumbar spine MRI approved through Dec 31.
Refill request for levothyroxine 75 mcg, 90-day supply.
Records request from Summit Orthopedics; signed authorization attached.
Home health recertification: skilled nursing twice weekly for 60 days.
Follow a single multi-patient fax down the line, from the ring of your number to four filed documents. Press any station to see it again.
Aishapp. 2-3, 6
ReferralTomáspp. 4, 9
Lab resultMei Linpp. 5, 7-9
ImagingOwenpp. 10-11
Surgery clearanceAishaAisha Mahmoud
TomásTomás Reyes
Mei LinMei Lin Zhou
OwenOwen Hale
A 12-page fax from a hospital records office rings in on your number. Ultradoc picks it up the moment it arrives, so no one has to open it, rename it, or drag it anywhere first.
Orpheus checks the orientation of every page and turns sideways and upside-down scans upright in the stored file itself, so the chart copy, the printout, and the download all read the right way up.
Orpheus reads the fax page by page and works out whose each one is, even when a patient's pages are scattered through the stack. Cover sheets and blank pages are set aside, so they never reach a chart.
Each patient's pages become a fax of their own, with a category, a summary, and an urgency. A page that lists two patients can be cut along the line between them, so each chart gets only its own section.
Each fax is matched to its chart by name and date of birth, or by MRN when the fax prints one. One click files it to that chart in your EHR under the right document type, with a review task for the provider.
Volume
Every fax is picked up the moment it lands and worked on its own, so a 30-page stack doesn't hold up the one-page refill that arrives after it.
If a file can't be opened on the first pass, Ultradoc tries it again before it marks anything failed.
An analysis that stops partway through is found and started again automatically, so no one has to restart it.
A fax that truly can't be read says so in plain words, and one click sends it back through analysis.
Extraction
Each document comes back with a summary and the fields your team looks for first: lab values and their flags, auth numbers and expiry dates, clearance conditions, the pharmacy asking for a refill.
Priya Raman
Summary
Metabolic panel with potassium and glucose above range; kidney function normal.
Lab result details
Corrections
Orpheus does the sorting, and your team can change any of it: turn a page, move it to another fax, cut a split differently, or merge one back.
Orpheus corrects orientation as pages arrive. If one still needs a hand, give it a quarter turn from the page viewer. The stored document turns too, so the download, the printout, and the chart copy all match.
When Orpheus can't be sure where one patient's pages end and the next begin, it proposes the split instead of making it. Accept it, adjust it, or keep the fax whole, and Orpheus learns from the call.
Nadia Petrova
6 pages · from (512) 555-0174
This looks like 2 separate faxes
A follow-up visit note for Nadia Petrova, then a prior authorization that doesn't name its patient.
Routing
File each document straight to the patient's chart with a review task for the provider, or keep faxes in Ultradoc and route them to the right person by rule.
Fax routing
Where reviewed faxes go.
Routing rules
Set up for the Ultradoc worklist — not applied while faxes file to your EHR.
Files to your EHR with high review priority.
The attached pages file to the patient's chart
Sending
Fax a PDF from any of your numbers and follow each step until it's delivered. Reply to a sender with a typed letter, or forward a fax on, without leaving the inbox.
Send a fax
Outbound fax
To (210) 555-016814m ago
Delivery
To (210) 555-0168
Delivered · Oct 13, 9:38 AM
The rest of what a busy fax desk needs, built into the same inbox.
Every fax is graded routine, elevated, high, or urgent, and the inbox sorts the most urgent first. A category can set a floor so its faxes never grade below it.
Twelve built in, plus your own. Each has a color, an icon, a description of what belongs in it, and the EHR document type it files under.
Choose how sure Orpheus must be before it files a fax as spam. Close calls stay in the inbox marked Possible spam, and a sender you clear is never filed away on its own.
Group your fax numbers into inboxes, so the surgery scheduling line and the main line each keep their own list.
Find a fax by patient as printed or as charted, MRN, date of birth in any format, provider, practice, or fax number.
Cut a fax into as many as 20, put a page on two faxes when it belongs to both, or fold separate faxes into one document.
Comment and reply on a fax, see who else has it open, and assign it to a teammate, who is notified. Stars and read state stay personal.
Bring your existing fax numbers over, or buy local and toll-free numbers by area code right from settings.
Upload a scanned PDF, TIFF, or image up to 25 MB, and it is read, split, and routed like any fax that rang in.
Volume over time, top senders, the doctors receiving the most, category mix, EHR sync rate, and average time to first view.
Insurance printed on a fax can update the patient's coverage as the document files, wherever your EHR accepts updates.
Restore anything from the trash, and set how long faxes and trashed faxes are kept, or keep them indefinitely.
Faxes come in from your lines and your scanner, and leave as filed documents, tracked referrals, and a fuller patient record.
The same inbox reads a cardiology discharge stack, an orthopedic clearance, and a pediatric records request.
Cardiology
Lakeside Cardiology gets a weekend of hospital records in one long fax. Each patient's pages arrive as their own fax, matched to the chart, with the urgent ones at the top.
Orthopedics
At Summit Orthopedics, pre-op clearance letters come back with the status read out (cleared, conditional, or not cleared) and the conditions to meet before the case.
Pediatrics
When a school or a new practice asks Cedar Pediatrics for records, Orpheus notes who is asking, what they want, the date range, and whether a signed authorization came with it.
Family medicine
Northgate Family Medicine sees pharmacy refill requests with the drug, quantity, and pharmacy read off the page, and lab results with every abnormal value flagged.
OB/GYN
FMLA forms reach Harbor Women's Health with the employer, the leave dates, and whether a provider signature is still required.
Gastroenterology
Biopsy reports reach Bayview GI with the specimen, diagnosis, and grade pulled out, and a lab's multi-patient batch splits so every result files to its own chart.
Security
Faxes carry some of the most sensitive paper in a practice, so every touch leaves a record.
Every part of Ultradoc reads from the same live record, so each one makes the others better.
Tell us how your practice runs. We'll set Ultradoc up around it and connect it to the EHR you already use.