Tutorial ID | T-07 |
Section | Preparing a Case/Reviewing the case |
Title | Finding Important Pages Quickly in a Large Case |
Subtitle | Combine Search, AI Chat, and filters to locate key pages without reading everything. |
Before You Begin
You have a case with documents uploaded.
You know, roughly, what facts or events you're looking for — a name, date, diagnosis, or procedure.
Search — tool for finding information by keyword. It searches across all pages in the case.
AI Chat — tool that lets you ask questions about a case in natural language and provides answers relying on the actual content of the case — OCR-extracted document text — with back-references to the source pages.
Filters - workspace panel that allows you to find records by its Type, Label, Author, Tag/Color.
What You Will Accomplish
By the end of this tutorial, you will know how to combine Search, AI Chat, and filters to find the pages that actually matter in a large case, without reading every page or assuming a single search has found everything.
Why Does this Tutorial Matter
Some cases can run to hundreds or thousands of pages, and only some of them carry important facts. The skill that matters most is finding those pages quickly — the pivotal records, the key findings, the moments the case turns on — without reading every page in between.
Case Chronology gives you several ways to achieve this goal — Search, filters, and AI Chat — but each has limits, and used alone none of them is complete.
What to Do if Something Goes Wrong
The list below covers the most common problems with finding pages quickly. Each entry follows the same pattern: what you will notice, why it likely happened, and how to fix it.
Note Pages with poor scan quality or with handwriting, will be difficult and often impossible to find. |
Tip When a search returns less than you expected, try the clinical term, the abbreviation, another term for the same thing before concluding a record isn't there. |
Problem: The search terms you use for Search are either too narrow or too broad.
Likely cause: An over-specific question misses relevant pages; an over-broad one buries findings in noise.
Fix:
Start with a broad question to gauge the volume, then narrow with more specific terms.
Combine Search with the Filters panel to limit results to the relevant document type, provider, or date range.
Example: Searching "L4-L5 disc herniation with radiculopathy" misses a page that documents the same finding as "herniated disc, L4-5, right leg symptoms."
Searching just "pain" instead returns 400 pages, most of them irrelevant.
Problem: A genuinely relevant page never turns up in Search, even though it's clearly in the case.
Likely cause: Search depends on OCR-recognized text. Poor scans and handwriting are often not recognized, and pages uploaded to a Storage only collection aren't OCR-processed at all — so none of these pages will ever appear in a text search, no matter how relevant they are.
Fix:
Be aware that handwritten or poorly scanned pages, and pages in a Storage only collection, may not be searchable at all.
Browse the document types most likely to be handwritten — clinical notes, forms — directly, rather than relying on Search alone.
Where a page is important but unsearchable, tag or label it so it can be found again.
Example: A handwritten physician's note documenting a key diagnosis sits in the case.
Searching for the diagnosis by name never surfaces it, because the handwriting was never recognized as text.
Problem: A page is missed because it uses a different name or term than the one you searched.
Likely cause: Providers, facilities, medications, and procedures appear under abbreviations, misspellings, and alternative names. Searching one form misses the others.
Fix:
List the likely variants — abbreviations, brand and generic drug names, alternative spellings — and search each.
Use AI Chat to ask where a fact appears even when the wording differs.
Once you settle on a standard form, tag the pages so future searches are consistent.
Example: Searching "Tylenol" misses every page that documents the same medication as "acetaminophen."
Searching "Dr. Smith" also misses pages that spell the name "Dr. Smyth" due to a transcription error.
Problem: You rely on AI Chat alone to find pages.
Likely cause: AI Chat is fast at locating and summarizing, but it can miss a relevant page, or overstate the relevance of another — especially if its scope or Coverage setting wasn't set to include the right pages.
Fix:
Use AI Chat as one route among several, not the only one.
Confirm what it returns by opening the back-referenced pages directly.
Check the Coverage setting in the chat toolbar, and widen it if you need a more comprehensive answer.
Cross-check important questions with a direct Search and the Filters panel, so nothing rests on a single method.
Example: An AI Chat question about the claimant's pain history returns a confident, well-written answer with three back-references.
It misses a fourth page that documents an even more relevant complaint, because that page fell outside the chat's current coverage setting.
Summary
You now know how to combine Search, AI Chat, and filters to find the pages that matter in a large case, without assuming any single tool has found everything. Scanning errors, name variants, and duplicates no longer hide a genuinely important page from you.