InteleFiler: Smart Workflow Consulting & Automation
InteleFiler combines user-friendly tools with powerful OCR and AI technology to analyze faxes and documents, improving your indexing workflow. Intelligent Document Processing (IDP) brought to you by Keena.
Inside the InteleFiler App
InteleFiler comes equipped with an intuitive user interface and transformational design that enhances usability and streamlines workflow. It uses Intelligent Document Processing (IDP) combining OCR and AI technology to automatically extract key data elements like Patient Name, Date of Birth, Provider, and Date of Service, enabling accurate indexing with minimal manual effort.
By using IDP, InteleFiler reduces manual indexing, eliminates filing errors, and speeds up access to critical patient information. As part of Keena’s interoperability suite, InteleFiler integrates seamlessly into your existing workflows, helping practices boost productivity while maintaining, clean records.
InteleFiler Features
Eliminate Manual Workload
Applies indexing rules to place documents and faxes into patient charts while automating scanning, indexing, tasking, and order closing.
Save Time and Improve Practice Efficiency
Average 70%+ reduction in clicks for patient demographics search and 50%+ processing time by manual batch splitting.
Reduce Risk and Increase Accuracy
Reduce omitted critical patient data and mistakes caused by manual filing errors. Improved accuracy decreases costs associated with document filing errors and adheres to HIPAA standards.
Faster Turnaround and Enhanced Care Quality
High-priority documents are processed more quickly, and decision-makers receive timely access to actionable information resulting in the improvement of patient care.
Keena Announces New Product Enhancements for InteleFiler Application
Driven by client feedback, our latest release has been enhanced to deliver more advanced features and functionality, unleashing the new power of AI and OCR capabilities.
Watch Smart Document Management at Work
Discover how InteleFiler transforms document management by streamlining operations and improving access to patient information. This intuitive system provides intelligent batch splitting, automated filing, OCR technology, and exception-based workflows to accelerate processing.
InteleFiler Benefits
Reduced Manual Effort Advanced Image Pre-Processing
Prepare documents to be properly read with OCR technology. Improves image quality, resolution, font size and corrects formatting and layout issues that may be present to ensure the automatic extraction of the correct data.
Patient Data Normalization
A robust data refinement processing standardizes key demographics to ensure correct patient matching and minimizes the creation of duplicate patient errors.
Patient Demographic Key Value and Common Pair Matching
Automatically identify key patient demographics based on our proprietary searching algorithms and pattern matching.
Centralized Work Queue
Eliminates the need for task boards, reducing workflow fragmentation.
Batch Level Searching and Spitting
Once a patient is identified, OCR extracts additional demographic data from less obvious areas, such as clinical notes. Pages within the batch are grouped by patient, and when possible, by document type, then split into separate batches. Pages that don’t meet auto-splitting criteria are merged. All batches are then sent to InteleFiler for indexing.
Failed Fax Identification
Detects and prevents duplication or partial faxes caused by resend errors.
EHR Interoperability
InteleFiler’s interoperability with EHR systems allows for faster, more accurate document filing directly into patient charts. The vendor-agnostic solution leverages IDP with OCR and AI technology to ensure that patient data is indexed correctly, minimizing manual errors and improving overall workflow efficiency.
Adaptability
Supports increased document volumes without additional staffing costs.
Custom Configuration and Template Creation Services
Tailor system configurations based on discovery findings to meet your specific practice needs. Develop workflow enhancing templates for repeatable document types.
Enhanced Reporting
New automated reporting features now include Batch History Reports, Automated Performance Reports, and upgraded system auditing capabilities for improved transparency and performance tracking.
Enhance Your Document Management Process with InteleFiler
Additional services can be tailored to optimize your document processing based on insights from the discovery phase and the volume and types of documents identified for automation. These post-production enhancements are designed to maximize efficiency and integration into your EHR.
Advanced Discovery Services
Uncover new opportunities for configuring InteleFiler to further streamline document automation.
Custom OCR Template Development
Tailored to your clinic’s unique needs, to ensure seamless processing of repeatable document types.
Customized Configuration
Delivered by our expert consultants, leveraging discovery insights to fine-tune your system.
Access to Keena’s Knowledge Library
Utilize standardized documentation templates to expand your automation capabilities.
Transform Your Healthcare Document Workflow with InteleFiler
Unlock smarter, faster, and more accurate document management and filing tools with InteleFiler. Empower your team with automated indexing and streamlined processes.
Testimonials
What Our Customers Are Saying About Us
“I was initially skeptical that InteleFiler could accurately index hundreds of thousands of diverse external documents that we receive at our organization, annually. But, after auditing every scan for several weeks, I became a believer and huge proponent of InteleFiler.
After 30 years of working in the industry, I can honestly say that Keena is the best technology partner I’ve worked with, by far! They are responsive and communicate very clearly and their applications always work as promised!”
Yvonne Keys, Director of Clinical Systems
Intermountain Health
“An integral component of managing our centralized scanning department was to find a technology partner and solution that could automate our high-volume, labor-intensive document filing system.
InteleFiler quickly and accurately automated our scanning, indexing, order-tasking, and order reconciliation processes. Our volume of documents has increased ten-fold from 150K to 1.5MM per year in the past 4-5 years, and we haven’t missed a beat. Our process continues to improve, and our caregivers are very happy with the results.”
Manager at a Large US-Based Health System
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FAQs
This technology uses Optical Character Recognition (OCR) and automation to capture, identify, index, and route documents directly into the appropriate patient chart or workflow. Benefits include reduced manual filing tasks, improved document accuracy, and enhanced productivity.
InteleFiler automatically reads key data elements such as patient name, date of birth, provider, and date of service to intelligently file documents into the EHR. This reduces manual indexing, shortens processing times, minimizes filing errors, and allows staff to focus on higher-value tasks.
InteleFiler can process a wide variety of healthcare paper and electronic documents, including referrals, lab results, insurance forms, medical records, progress notes, scanned faxes, orders, authorizations, and outside clinical documentation.
InteleFiler uses OCR and Name Entity Recognition (NER) technology to scan and interpret text from incoming documents. The system identifies key patient and document data elements, then uses configurable logic and workflows to automatically categorize and file documents into the correct location within the EHR.
Documents that cannot be confidently matched or indexed are routed to the InteleFiler WorkQueue for manual review. Staff can quickly validate or correct indexing information, ensuring documents are still processed accurately while maintaining workflow efficiency.
By automating document recognition and filing processes, InteleFiler reduces the need for staff to manually enter patient and document information. This minimizes human error, improves document accuracy, and helps ensure patient records remain complete and organized.
This feature automatically separates large, scanned batches into individual patient records or document groups. It reduces the time staff members spend manually sorting documents and significantly improves processing speed in high-volume scanning environments.
InteleFiler is designed to handle large volumes of incoming documents through automation, OCR processing, configurable workflows, and intelligent queue management. This helps healthcare organizations maintain efficient document processing—even during peak scanning periods.
InteleFiler supports compliance by providing secure document processing, controlled user access, audit tracking, and secure integrations with healthcare systems. These measures help organizations protect sensitive patient information and maintain regulatory compliance.
Yes. InteleFiler can support healthcare organizations with multiple clinic locations by centralizing document workflows and standardizing filing processes across the enterprise. This allows staff to access and manage documents consistently regardless of location.
By automating indexing and routing processes, InteleFiler significantly reduces the time it takes for scanned documents to become available within the patient chart. Faster document availability supports more timely patient care and operational efficiency.
Best practices include identifying document workflow goals, standardizing document types, configuring indexing rules, validating OCR accuracy, training end users, and monitoring workflow performance after implementation. Together, these strategies can help maximize automation and long-term efficiency gains.
Keena’s healthcare workflow experts understand document management challenges, EHR integrations, and automation strategies. With their help, organizations can reduce implementation timelines, improve adoption, and help organizations achieve faster operational improvements.
InteleFiler converts paper records into searchable electronic documents that are intelligently filed within the EHR. This improves accessibility, enhances collaboration, and supports long-term digital transformation initiatives.
Yes. InteleFiler automatically processes inbound faxed documents for indexing and filing within the EHR. This feature helps organizations reduce manual fax handling, improve document turnaround times, streamline referral and order workflows, and ensure faxed records are more efficiently managed within the patient chart.