T-01 — Organizing Your Documents Before Uploading
Tutorial ID | T-01 |
Section | Foundation |
Title | Organizing Your Documents Before Uploading |
Subtitle | Prepare and sort your case documents to improve accuracy from the start. |
Before You Begin
You have gathered all available case documents in one place before starting.
You know the case type and have a general understanding of what categories of records are expected.
You have access to the original source files, not only scanned or converted copies, where possible.
You have the claimant's name and date of birth available to verify document attribution.
What You Will Accomplish
By the end of this tutorial, your documents will be organized into clearly named, logically grouped batches that are ready to upload to Case Chronology®. You will know how to sort records, confirm the set is complete, and resolve common preparation issues before uploading begins.
Why Does This Tutorial Matter
Every AI-assisted step in Case Chronology® — extracting dates, identifying providers, building the timeline — starts from the documents you provide. A batch that is grouped, labeled, and complete gives the reviewer, and everyone who reads the report afterward, the same accurate foundation to work from.
A document set uploaded without preparation carries its problems forward. A misfiled record can be attributed to the wrong provider, a duplicated page can pad the case with the same facts twice, and a missing translation can leave part of the record outside the analysis entirely. Fixing these issues after upload takes longer than preventing them, and the person reviewing the case downstream may never realize something was missed.
What to Do if Something Goes Wrong
The list below covers the most common problems in document preparation. Each entry follows the same pattern: what you'll notice, why it likely happened, a real example, and how to fix it.
Problem — Documents are uploaded without being sorted.
Likely cause: Files arrive from several sources and get uploaded as received, without being grouped by document type, provider, time period, etc.
Example: A reviewer uploads records from three providers as they arrive by email, without separating them first. Hospital notes, billing statements, and diagnostic reports end up in one file, and finding a specific record later means searching page by page instead of opening the right file.
Fix:
Gather all available case documents in one place.
Confirm the full set has been collected before you begin sorting.
Sort documents into logical groups — for example, hospital records, diagnostic reports, or billing records.
Within each group, arrange documents in chronological order, earliest first.
Name each group using a consistent format — for example, "Hospital Records — 2023."
Review the groups as a set and confirm every document sits in the correct group.
Upload each group as a separate file.
Problem — Documents from different providers are uploaded together in the same batch.
Likely cause: Provider names are not checked page by page before grouping.
Example: A hospital record and an unrelated imaging center report arrive in the same delivery and get uploaded as one batch labeled "Records." Afterward, no one can tell which pages belong to which provider without opening every file.
Fix:
In your document folder, group documents by provider — for example, emergency medical services, hospital, or diagnostic facility.
Assign each provider its own separate batch.
Check the provider name on every document in each batch.
Confirm no document has been placed in the wrong batch.
Name each batch with the provider name and date range — for example, "St. Mary's Hospital — Jan 2022 to Mar 2023."
Upload each batch separately and confirm it is labeled correctly before uploading the next one.
Note Handle protected health information according to your organization's privacy policy and applicable law at every stage of preparation — not only after something goes wrong. |
Problem — Documents containing protected health information are not handled according to privacy requirements.
Likely cause: Documents are stored in an unsecured location or shared through an unencrypted channel.
Example: A batch of medical records is emailed to a personal, non-secure email account so it can be reviewed at home. The account isn't covered by the organization's access controls, and the records are now stored outside any secure system.
Fix:
Stop the preparation process immediately if a privacy incident has occurred.
Determine which documents were affected and what information they contained.
Identify how the documents were mishandled and who may have accessed them.
Secure the affected documents — move physical files to secure storage and digital files to an access-controlled location.
Report the incident to your organization's compliance lead.
Do not resume preparation until you receive explicit confirmation it is safe to proceed.
Once resolved, review what led to the issue and update your process to prevent it happening again.
Problem — Records from different cases or different claimants are mixed together during preparation.
Likely cause: Multiple cases are prepared in the same working space.
Example: A single provider delivery contains records for two different patients with similar names. Both sets get filed into the same case folder, and one file later turns out to belong to a different claimant entirely.
Fix:
Keep documents for different cases stored separately in your document folder.
Check the claimant's name and date of birth in each document where it is stated.
Review each document individually when a provider delivery covers more than one case.
If a document belongs to a different case or claimant, remove it from the document set immediately.
Once preparation is complete, do a final check confirming every document belongs to the correct case and claimant.
Problem — A file cannot be opened after being converted to .pdf.
Likely cause: The conversion process failed because of an unsupported element, such as embedded video or a corrupted page.
Example: A record converts to .pdf but won't open afterwards because it included an embedded video from a scanning app. The upload fails with no readable content, even though the original file displayed correctly.
Fix:
Open the original file and identify the problematic element.
Remove or replace that element in the original file.
Upload the file to the platform again and confirm it uploads successfully.
If it still fails, contact the provider and request a replacement copy in a supported format.
Summary
Your documents are now organized into clearly named, correctly formatted, logically grouped batches, and free of the preparation errors covered above. You're ready to begin uploading to Case Chronology®.