AI Faxes

Solum’s AI Faxes feature processes your incoming faxes automatically, extracting patient data like demographics, insurance details, and referral information. This prevents manual data entry errors and lets you sync everything directly into patient profiles.

To see faxes in Solum, you need to forward them to our system first. Contact support@getsolum.com to set up fax forwarding for your practice.

Quick Start

Go to AI Faxes in the left menu.
Review fax summary counts at the top of the page.
Use filters to find the faxes you need.
Click on a fax to open the detail sidebar.
Review the extracted data and correct anything if needed.
Click Match Patient to link the fax to a new or existing patient.
Choose whether to send an intake form, run verification of benefits or just create/update a patient.

Accessing AI Faxes

Open the left navigation menu.
Click AI Faxes.
You will see the full fax list with a summary bar at the top showing four counts: All, Completed, Pending, and Action Required.

Understanding the Summary Bar

At the top of the page, you will see four summary cards:

Status	What It Means
All	Total number of faxes in the system
Completed	Faxes that have been reviewed and processed by your team
Pending	Faxes that have not been reviewed yet
Action Required	Faxes that someone on your team flagged for follow-up or double-checking

Filtering Your Faxes

Use the filter bar below the summary to narrow down the fax list. You can filter by:

Filter	Options
Patient Name	Search by the patient’s name
Insurance	Filter by insurance provider
Processing	Received, Processing, Extracted, Matched, Error
Type	Referral, Authorization, Intake Documents, Legal Documents, Financial Documents, Insurance Card, Billing, Spam, Plan of Care
Location	Filter by practice location
Fax ID	Search by the fax’s unique ID
Patient ID	Search by a specific patient ID
From Fax Number	Filter by the fax number that sent the document

Use the Type filter to focus on the faxes that matter most. For example, filter by Referral or Authorization to skip spam and billing documents during your daily review.

Processing Status Explained

Status	What It Means
Received	The fax arrived but has not been processed yet
Processing	Solum’s AI is currently reading and extracting data from the fax
Extracted	Data has been pulled from the fax and is ready for review
Matched	The fax has already been linked to a patient profile
Error	Something went wrong during processing (you can reprocess these)

Understanding Review Statuses

Each fax has a Review Status that tells you what action is needed:

Review Status	What It Means
Pending	The fax has not been reviewed by your team yet. This is where you start.
Completed	Someone from your team has already reviewed and handled this fax. No action needed.
Action Required	Someone flagged this fax for a second look or needs another team member to follow up.

Screenshot2026 02 25at5 34 28pm — Caption: Review Status indicators show Pending (yellow), Completed (green), and Action Required (red)

Viewing a Fax

Click anywhere on a fax row to open it.
A sidebar will open showing:
- Fax information at the top (sender details, fax type, received date).
- The PDF of the original fax document.
- Extracted information below the PDF.

Extracted Data Sections

The AI extracts and organizes data into these sections:

Section	Data Included
Basic Demographics	Patient name, date of birth, phone number, address
Payor Information	Insurance company, member ID
Referral Information	Referring physician details, medical information
Location	Practice or facility details

Matching a Fax to a Patient

This is the core workflow. You are taking the extracted fax data and either creating a new patient or updating an existing one.

Step 1: Start the Match

From the fax detail sidebar, click the blue Match Patient button at the top, or scroll down and click Continue with Patient Matching. Both take you to the same screen.

Step 2: Review and Edit Extracted Data

On the left side of the screen, you will see the original fax PDF. You can download it from here.
On the right side, you will see all the extracted data fields.
Review each field and correct anything the AI may have gotten wrong.

To create a patient, you need at minimum: First Name, Last Name, and Date of Birth, or First Name, Last Name, and Phone Number. Make sure these fields are filled in correctly before proceeding.

Step 3: Select the Workflow Stage

Choose the Workflow Stage you want to place the patient in. This determines where the patient appears in your pipeline.

Step 4: Handle Insurance Data

If the fax contains insurance information:

You can match it with an existing insurance from your settings.
Or you can create a new insurance directly from the fax matching screen.

Step 5: Match or Create the Patient

Scroll down to the Match Patient section.
You will see one of two options:
- New Patient: A pop-up will appear to create a new patient record with the extracted data.
- Existing Patient: If Solum finds a match, you can update the existing patient and the fax file will be uploaded to their profile.

Patient matching is based on phone number or demographics (name, last name and date of birth). Before updating an existing patient, confirm it is the correct person so you do not overwrite another patient’s information. If the system is matching based on a phone number that belongs to someone else (like a parent or guardian), go back to the fax data and remove the phone number, then try matching again.

Step 6: Optional Actions After Matching

After matching, you have two optional actions:

Send Intake Form: If you have an intake form set up, check the checkbox to trigger the intake sequence automatically.
Run Verification of Benefits: Click this to create a task for Solum’s team. The patient will move to the Needs Verification of Benefits stage, and Solum will handle the insurance verification for you.

Each fax row has a three-dot menu (…) in the Action column. Click it to access these options:

Action	What It Does
Copy ID	Copies the fax’s unique ID to your clipboard
View Fax	Opens the fax document for viewing
Download Fax	Saves the fax as a PDF to your downloads folder
Match Patient	Opens the patient matching workflow
Create Task	Creates a task and assigns it to a team member
Reprocess	Retries the AI extraction (use this when Processing Status shows Error)

Creating a Task from a Fax

If you need someone on your team to review or follow up on a fax:

Click the three-dot menu (…) on the fax row.
Select Create Task.
Fill in the required fields:
- Title: A short description of what needs to be done.
- Description: Details about the task or fax.
- Assigned To: Select the team member who should handle it.
- Status: Defaults to Pending.
- Priority: Set to Medium by default. Change as needed.
- Deadline: Select a due date from the calendar.
Click Create Task.

The assigned team member will receive an email notification and can review the task in the Tasks section of the platform.

Troubleshooting

Problem	Fix
Fax shows Processing Status: Error	Click the three-dot menu and select Reprocess to retry the AI extraction
Wrong patient matched based on phone number	Go back to the fax data, remove the phone number, and try matching again. The system will then match on demographics instead.
Fax is not appearing in the list	Make sure your fax forwarding is set up. Contact support@getsolum.com if you need help.
Extracted data is incorrect	You can edit any field in the extraction review screen before matching. Always double-check names, dates of birth, and insurance IDs.

Start Here

Account

API

Webhooks

Basic Configuration

Patients

AI Assistants

Insurance & Eligibility

Prior Authorizations

Quick Start

Accessing AI Faxes

Understanding the Summary Bar