Upload & Processing
ChartInsight's upload and processing system transforms raw medical record PDFs into structured, searchable, AI-analyzed content.
File Upload
Upload Methods
- Drag-and-drop interface for uploading PDF medical records directly from your computer
- File browser selection for traditional file picking
- Add files from existing records – reuse previously uploaded files without re-uploading or incurring additional charges
File Requirements
- Format: PDF files only
- Maximum size: 2GB total per upload
- Multi-file support: Combine multiple PDFs into a single medical record (e.g., records from different providers)
Tips for Best Results
- For fastest processing speeds, avoid combining PDFs from different providers in a single upload
- Use clear, descriptive file names (e.g., "Acme Clinic 2022–2024")
- Files added from existing records are not charged again
Record Configuration
Basic Settings
- Record naming with 60-character limit for easy identification
- Template selection to apply pre-configured processing settings (see Templates)
Focus Instructions
Provide specific guidance to the AI about what to prioritize:
- Subject description – e.g., "right knee injury in 2023"
- Date range filtering – specify start and end dates to focus analysis on a specific time period
Focus instructions help the AI prioritize relevant content in summaries and mark chronology entries as relevant/not relevant.
Additional Details
Capture case metadata for organization and reference:
- File/case number – internal reference number
- Patient date of birth
- Date of injury
- Examining physician
- Case type – e.g., Personal Injury, Workers' Compensation
These fields are configurable per template.
Processing Pipeline
Records are processed through a multi-stage AI pipeline:
Stage 1: File Storage
- Secure upload and storage of source documents
- File validation and virus scanning
Stage 2: OCR Processing
- AI-powered optical character recognition for scanned documents
- Split into parallel jobs for faster processing
- Handles handwritten notes and complex layouts
Stage 3: Indexing
- Document structure analysis
- Content extraction and organization
- Page-by-page processing
Stage 4: Focus Analysis
- AI enhancement of user-provided focus instructions
- Relevance scoring for chronology entries
- Enhanced subject interpretation
Stage 5: Content Generation
- Narrative summary – prose overview of the record
- Chronology/timeline – time-ordered event index
- Vitals extraction – vital signs timeline
- Medications list – consolidated medication inventory
- Custom sections – template-defined extractions
Stage 6: Document Generation
- PDF formatted output
- DOCX (Microsoft Word) formatted output
Stage 7: Billing & Notification
- Usage tracking (per-page billing)
- Email notification on completion
- Error handling and alerts
Processing Status
Real-Time Tracking
- Progress percentage showing overall completion
- Current task display indicating the active processing step
- Estimated time remaining for completion
Status Indicators
| Status | Description |
|---|---|
| Queued | Record is waiting to be processed |
| Processing | Active processing in progress |
| Completed | Processing finished successfully |
| Error | System error during processing |
| User Error | Issue with uploaded file (corrupt, password-protected) |
| Canceled | Processing was manually canceled |
| Billing Error | Payment issue preventing processing |
Reprocessing
When source files change (added, removed, or reordered):
- Automatic detection of changes
- Prompt to reprocess the record
- Progress indicator during reprocessing
- Outdated content warning while reprocessing is in progress
- Version tracking distinguishes current vs. processed versions
Updated 5 months ago