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Medical Records Template for AI File Renaming

This template names records by an internal identifier, the date of service, and a record type — and deliberately keeps patient names out of filenames, because filenames surface in sync logs, email attachment lines, and search indexes. It is designed to run in Offline AI mode so records never leave the machine.

Naming pattern

Section titled “Naming pattern”
{Patient ID} – {Detected Date} – {Document Type} – {Detail}
BlockSourceExample
Patient IDCustom AI Block extracting the MRN or account number printed on the documentMRN-48211
Detected DateThe date of service or the document’s own date2026-06-12
Document TypeAI-detected type from a fixed vocabularyLab Results
DetailOptional Custom AI Block — specialty, payer, study type. Keep it PHI-free.Cardiology

Before and after

Section titled “Before and after”
BeforeAfter
Scan0001.pdfMRN-48211 – 2026-06-12 – Lab Results.pdf
Scan0002.pdfMRN-48211 – 2026-06-12 – Referral – Cardiology.pdf
fax_20260530.pdfMRN-30177 – 2026-05-30 – Imaging – Chest X-Ray.pdf

Build it

Section titled “Build it”
  1. Enable Offline AI mode so analysis runs on local models and supported files stay on the machine. BYOK under your own provider agreement is the alternative posture.
  2. Create a Template named “Medical Records”.
  3. Add a Custom AI Block for the identifier: “the medical record number or account number printed on the document, formatted MRN-XXXXX”.
  4. Add Detected Date (format YYYY-MM-DD) and a Custom AI Block for the record type with your vocabulary: “Lab Results, Imaging, Referral, Consult Note, Intake, Consent, EOB, Rx Record, Correspondence”.
  5. Test on a copied batch and review every proposed name before applying — for records, the preview is a control, not a convenience: confirm no patient names appear.
  6. Assign the Template to folder monitoring on the scanner output folder.
Section titled “Related”