What You'll Learn
- Navigate all four channels in the AI Inbox
- Use the AI Inbox agent to triage and clear your queue with one confirm
- Send and receive faxes with AI summarization
- Send outbound faxes directly from a patient's file
- Manage inbound email, AI drafts, and outbound SMS
Unified Communications
The AI Inbox consolidates all practice communications into a single page, accessible from the sidebar under AI Inbox. At the top of the page, four channel tabs let you switch between AI Fax, AI Email, AI Phone, and AI SMS. Each tab has a badge showing the number of items requiring attention, with high-priority items pulsing in red.
The AI Inbox Agent
Every channel in the AI Inbox has an agent sitting inside it. Press ⌘K (or click the bar at the bottom of the page) and ask for what you need in plain language. The agent reads all four channels at once, so it can answer questions and take actions that span fax, email, phone and SMS together.
Start by asking what needs you
Typing “What needs me today?” returns a single triage brief across every channel: which faxes are waiting on a chart, who called and got voicemail, which text is clinical and needs you personally, and which emails already have replies drafted.
When the bar is empty, six suggestion chips show the most common requests. Click one to run it, or type your own.
“Zero my inbox” — bulk actions with one confirm
Ask the agent to clear your queue and it returns a checklist of every action it proposes before anything happens: the exact fax it would file and to which chart, the exact words it would text each caller who reached voicemail, the emails it would draft replies for. Each row shows its credit cost, and you can uncheck anything you don't want.
Nothing runs until you press Confirm.
What the agent hands back to you
Some work is deliberately not the agent's to do. These appear as blocked rows with the reason written out, so you can handle them yourself:
- A fax that matched more than one possible chart, or matched only weakly
- A fax flagged as a possible duplicate, or one that scanned too poorly to read confidently
- Anything clinical, such as a patient asking whether to hold a medication before a procedure
Sending email is also outside the agent's reach by design. It can draft replies for you, but a person always sends them.
Things to try
- “Pair all matched faxes” — files every fax with a strong chart match, after you review the list
- “Text back missed calls” — writes each caller their own message by name; you read the exact wording first
- “Draft replies to new emails” — prepares drafts for your review; nothing sends automatically
- “Everything about Maria Garcia” — every fax, call, text and email for one patient in a single answer
Working without the mouse
The queue is built for the keyboard. Press 1 through 6 to move between work states, / to search, x to select an item, a to approve a strong-matched fax outright, and s for Sweep mode, which walks the queue one card at a time. ⌘K drops you into the agent from anywhere on the page.
Every action is logged
Anything the agent does is recorded on your practice timeline as AI Inbox, on behalf of you, along with the credits it used and the conversation that produced it. Filing, dismissing, marking calls handled and tagging are free. Sending a text and running AI drafting on an email cost 1 credit each, shown in the preview before you confirm.
AI Fax
The Fax tab is the most feature-rich communication channel, offering AI-powered fax management with smart summarization and patient matching.
Fax Activation
If you have not set up a fax number, you will see the Fax Activation Screen. You can provision a managed fax number, which gives you AI summarization, smart patient matching, and one-click approval. Workspace members share a single fax number managed by their admin.
Inbound Faxes
When a fax arrives, the AI reads the PDF, generates a summary (using the patient's name, phone number, and a brief description of the contents), and attempts to match it to an existing patient in your directory. The inbound view shows each fax with its summary, matched patient, and a pending/approved status.
Pending faxes require your review. Click to preview the full PDF, then approve with one click to file it into the matched patient's record. If the AI matched the wrong patient, use the Re-Assign feature to correct it before approving.
Outbound Faxes
Switch to the Outbound sub-tab to see all faxes you have sent. Each entry shows the recipient fax number, delivery status (Delivered, Pending, or Failed), and timestamp, sorted with the newest first.
How to Send an Outbound Fax
You can fax a patient's note to any recipient fax number directly from the patient's file — no additional setup required. It costs 1 credit per fax sent.
Step 1: Open the Patient's File
Go to the patient's record and locate the automation fax hub just above their newest note.
Step 2: Open the Automation Fax Hub
- Click Send Referral & E-sign.
- Toggle on Fax mode.
- Edit your fax content if needed.
Step 3: Create a Fax Contact
- Click Create Contact, enter the recipient's name and fax number, then click Create Fax Contact. This contact is saved to your account so you won't need to re-enter it next time.
- You can mark a contact as a favorite so it's selected by default.
- Optionally, preview your fax before sending.
- Click Send Fax & Close.
Step 4: Track Your Outbox
After sending, switch to the Outbound sub-tab in the AI Fax channel to get real-time delivery confirmations. Each entry shows a status of Delivered, Pending, or Failed.
AI Email
The Email tab connects to your practice email via Gmail integration. When you first access this tab, the system checks whether your email is connected. If not, you see the Email Not Connected screen with setup instructions.
Once connected, the email tab provides three sub-views:
- Inbound — Shows incoming emails with patient context. You can review each email and jump to AI-generated draft responses.
- AI Drafts — The AI analyzes incoming emails and generates draft responses. You review, edit if needed, and send. This saves significant time on routine patient correspondence.
- Sent — A log of all outbound emails sent through the platform.
AI Phone
The Phone tab displays call logs from the AI Receptionist, showing the same Call Intelligence data available on the AI Receptionist page. This provides a convenient way to review recent calls without leaving the AI Inbox. Missed calls and no-answer inbound calls are flagged with attention badges.
AI SMS
The SMS tab provides text messaging capabilities. You can send text messages to patients and view message history. SMS is useful for appointment reminders, follow-up instructions, and quick patient communications that do not require the formality of email or fax.
Feature Highlights
Three AI-powered features span every channel in the AI Inbox:
- AI Summarization — Incoming faxes and emails are automatically summarized by AI, giving you the key information without reading the full document.
- Smart Matching — Incoming communications are automatically matched to existing patients in your directory based on name, phone number, and other identifiers.
- One-Click Approval — Matched inbound faxes can be filed into patient records with a single click, eliminating manual data entry.
Next Steps
Continue to Lesson 4.7 — DeepEvidentia.