Health Universe Indexing
2 hours of indexing. Done in 90 seconds.
Indexing, part of Health Universe’s managed AI infrastructure, splits, names and files every referral packet by your own rules. Your team scales its productivity, not its headcount, and new patients get scheduled sooner.
In
Fax, email, EHR or other integrations
Out
Named, dated documents with extracted data and categories
Rules
Your indexing guide, versioned
Review
Only low-confidence calls go to your team
PHI
HIPAA-compliant, SOC 2 infrastructure
Trusted by Highlands Oncology’s records team
Health Universe Indexing, set up on their own indexing guide.
The problem
Manual indexing is slowing your practice down.
Every referral packet is split, named, dated and checked against the chart by hand, page by page, before a new patient can be seen.
Hand time and duplicate share: Highlands Oncology’s estimates.
Turnaround
2 hours
To index one 300‑page packet by hand
New patients wait
Until every page is split, named and dated, the chart isn’t ready and the first visit waits.
Duplicates
25%
Of indexing labor spent checking for duplicates
Duplicates slip through
Packets repeat records the chart already holds. Catching them by hand is slow; missing them clutters the chart.
Hand time and duplicate share: Highlands Oncology’s estimates.
With Indexing
What takes your team 2 hours today could take just 90 seconds with Health Universe.
By hand, today
2 hours
With Health Universe Indexing
90 seconds
Human Review Portal, demo data. Every patient and document shown is invented.
In their words
What indexing leaders tell us.
Oncology
“This helps us scale our productivity instead of scaling our team.”
Indexing Leader, Oncology
With Health Universe
Our automated indexing takes repetitive filing off the team’s plate, so they have time to audit charts and help patients, and nothing piles up while they’re on vacation.
Radiology
“Chart prep is the top pain point for us to solve. We want to start the day with every chart ready for the visit.”
Indexing Leader, Radiology
With Health Universe
Our automated indexing names, dates and files outside records as they arrive, so every chart is ready before the patient walks in.
How it works
From inbox to chart, without the page-by-page work.
01
Processes every packet
Indexing picks up every packet as it arrives, by fax, email, scanned mail, your EHR or another integration.
02
Splits by your guide
It splits each packet into separate documents, following your own indexing guide page by page.
03
Removes what shouldn’t be filed
It removes duplicates, blank pages and anything else that shouldn’t be filed in the patient’s chart.
04
Indexes every document
It names, categorizes and dates each document and captures key data, all by your indexing rules.
05
Auditable, your way
Every result is auditable in the Human Review Portal. Send it straight to your EHR, add review, or both.
06
Gets smarter over time
Indexing is configured to your team’s needs and keeps getting smarter with your team’s feedback.
What it handles
Health Universe files every packet the way your team would.
Indexing follows your own indexing guide, so every document it files has the names, dates and categories your team would have used.
Back into your EHR
We’re live in EHRs today. Indexing files documents straight into yours, or after a review step if you prefer.
Follows your guide
Document types, names and dates follow your practice’s indexing guide, not a generic list.
Catches and removes duplicates
Indexing spots records the chart already has and removes them, so your team never checks for duplicates by hand.
Clean splits
Indexing drops fax covers and blank separators, and keeps related labs and outside records from one source together.
Full audit trail
See every source packet, what Indexing filed from it and who decided what, in one place.
Never-file rules
Indexing sets aside pages your practice never files, such as driver’s licenses, and records why.
Rules with a source
Every rule records where it came from (your guide, your team or our inference) and carries a version.
Reads the whole page
Indexing reads layout, headers, stamps and signatures along with the text, so it names each document the way your team would.
Human Review Portal
Your experts only see what needs them.
Confident calls are automatically indexed. The rest arrive with the source page beside the decision, ready to confirm, correct or re-split. Every correction sharpens the rules.
“I’m really excited. This is gonna make a huge difference for our team.”
Senior Manager, Health Information Management
Before
2 hours
With Health Universe
90 seconds
Per 300-page packet. Health Universe time is an estimate.
Proposed discard
This is a fax cover sheet. Cover sheets are never filed, so the Indexer proposes discarding it.
Approve the discard, or keep the pages and file them.
Decision
File as proposed
Index it with the data above.
Don't file
Not a document for the chart.
Can't determine
Too unclear to decide.
Escalate
Needs a second reviewer.
Proposed discard and duplicate review, demo data.
Why teams trust it
AI does the sorting. Your team makes the call.
Indexing does the page-by-page work of splitting and naming. Decisions stay with the people who know your chart.
Automation you configure
Let Indexing file confident calls automatically, or add a human review step for every document. You set it up to fit your workflow.
Every page accounted for
Indexing puts every page in a document or a recorded discard, so no page is silently dropped or filed twice.
PHI kept safe and secure
Indexing runs on the same HIPAA-compliant, SOC 2 infrastructure our customers run their clinical AI on, and every decision is logged.
Managed AI infrastructure
Indexing is just the beginning.
Indexing is one of Health Universe’s managed AI infrastructure solutions. Once your documents are indexed, the same secure platform puts them to work across your practice.
Records Summarization
Hundreds of pages of records turned into a cited summary you can chat with.
Clinical Context
Close the clinical context gap before the test runs.
Trial Matching
Match more patients to life-saving treatments.
Registry Abstraction
Registry-ready fields without sacrificing speed for quality.
Care Gap Elimination
Close care gaps with clinical context, surfaced where your work gets done.
Oncology Suite
Technology built for the complexity cancer care requires.
FAQ
Questions practices ask us.
Who is Indexing for?
Medical records and new-patient intake teams at specialty practices that handle high volumes of referral documents. We are starting with oncology.
Does it replace our indexing team?
No. Your team stays the expert. Indexing handles the routine calls and sends the low-confidence ones to them, and each correction they make, with its reason, sharpens the rules.
Can it follow our indexing guide?
Yes. We set Indexing up from your guide: your document types, naming and dating. Each rule shows where it came from and which version is live.
Does it file into our EHR?
Yes. Indexing is live in EHRs today. Indexed documents are returned directly to your EHR, or pass through a human review step first. We add EHR integrations based on what your practice runs.
How is our patient data protected?
Indexing runs on Health Universe’s HIPAA-compliant, SOC 2 infrastructure. Only your team reviews documents in the Human Review Portal, and every decision is recorded in the audit trail.
How do we get started?
You can get started today. We set Indexing up from your indexing guide, then integrate with your fax, email and EHR intake to streamline and scale quickly.
Health Universe Indexing
See Indexing on packets like yours.
Book a demo. We’ll show you a full referral packet indexed in minutes, then get you started on your own indexing guide.