How should a practice structure medical record filenames?

A practical starting pattern is internal ID, date of service, and document type. Your organization decides the exact naming policy, and a Zush Template applies it consistently. Keep details that do not need to appear in a folder listing inside the document, and review the proposed batch before applying it.

Does it handle scanned records and faxes?

Yes. Most records enter as scanner or fax output with no text layer. Zush reads the page image with AI vision — no separate OCR pass — and extracts the identifier, date of service, and record type from what is printed on the page.

Can Zush read handwriting or poor-quality scans?

Typical office scans — printed lab reports, faxed referrals, forms with handwritten fields — are read reliably. Dense handwritten notes and badly skewed or faint pages are not: those come back with a generic name instead of a wrong one, and the preview is where you catch them before anything is applied.

Does Zush work with our EHR?

Zush organizes the file layer around the EHR — scanner and fax output, exported records, attachments waiting to be imported, archive folders. It does not connect to, read from, or modify an EHR system. If a document lives inside the EHR, Zush is not involved; if it lives in a folder, Zush can name it.

Which AI mode should a medical practice use?

Use Offline AI when supported document analysis must remain on the machine; it runs local Ollama models on Mac or Windows. Use BYOK when your organization wants analysis routed through its own AI provider account and API key. Your team chooses the mode that matches its internal policy.

Will the naming convention still make sense after we change systems?

That is the reason to put the identifier, the date of service, and the record type in the filename itself. Records outlive the software that produced them: an export, a migration, or an archive drive strips away the database that gave those files meaning, and a self-describing filename is what survives. A folder named this way is still readable in ten years with nothing but a file browser.

Can the scanner folder be renamed automatically?

Yes. Assign a Template to folder monitoring on the folder your scanner or fax software saves into, and each new document is renamed to your convention as it arrives — with preview batches and rename history for reverting.

Medical records file renamer

Rename medical records by MRN, date, and type

Zush automatically renames scanned medical records, faxes, lab reports, and intake forms using the fields your practice chooses. Run local Ollama models with Offline AI, or connect the provider account your organization controls with BYOK. Preview every batch and undo anytime.

Download for Mac

Download for Windows

Local Offline AI
Organization-controlled BYOK
Preview and undo every batch

Who it’s for

Built for small medical practices and document-heavy teams

The same file-renaming workflow fits clinical intake, front-desk scanning, and medical billing without replacing the EHR.

Solo practice & clinic owners
The day’s intake pile becomes a filed set of records overnight — named by MRN, date of service, and record type, without anyone typing.
Practice managers & front desk
One convention across every person who scans, with no training session. The Template holds the rule; staff just drop files in.
Medical billing
EOBs, ERAs, and claim correspondence named by account number and payer, so matching a remittance to a claim stops being a hunt.

Choose the fields for every medical record filename

Zush reads the visible content of each scan or document. Your Template selects the internal ID, date, document type, or custom field used in the final name.

Tap a field to see the result

Scan0001.pdfMRN-48211 – 2026-06-12 – Lab Results

Your Template decides which fields appear in the filename. Run the extraction locally with Offline AI, or through the provider account your organization controls with BYOK.

Offline and BYOK processing for medical documents

Run supported analysis with local Ollama models, or route it through the AI provider account and key your organization controls. Zush renames files in place and does not store them.

Offline AI with local models

Recommended for records

Local Ollama models analyze supported scans and documents on the Mac or Windows PC where they are stored. File content is not sent to Zush or a third-party AI provider.

Organization-controlled BYOK

Your provider account

Route analysis through the AI provider account and API key your organization controls. The key stays in secure local storage, and your team chooses the provider and model used for the workflow.

Managed Cloud AI

For general files

Managed cloud processing is available for ordinary files. For medical document workflows, use Offline AI or your organization’s BYOK setup according to the policy your team follows.

Use Offline AI when document content must stay on the machine. Use BYOK when your organization routes analysis through its own provider account and key. In every mode, Zush renames files in place and does not store them. Read how the modes handle data

Automatically rename records from scanner and fax folders

Set up one medical records Template, monitor the intake folder, and review each proposed batch before anything changes.

Point Zush at the scan folder
Folder monitoring watches whatever your scanner or fax software writes into — the intake folder, the shared drive, the fax spool.
Review the proposed names
The preview is a control, not a formality: read the batch, confirm only approved fields appear in each filename, and regenerate anything that looks wrong.
Apply with undo
Rename history reverts any batch. A convention change is a re-run, not a cleanup project.

Build the records template step-by-step How scanned-document renaming works Organize a small practice scan workflow

Works with cloud folders

iCloud Drive
Google Drive
Dropbox
OneDrive
Box

Medical documents Zush can rename automatically

Use one Template for clinical records and another for billing paperwork. Each flow keeps its own fields and naming pattern without changing the original documents.

Scanned patient records

Turn scanner output and archive exports into consistent filenames built from an internal ID, service date, and document type.

MRN-48211 – 2026-06-12 – Progress Note.pdf

Lab reports

Read image-only lab PDFs and name them by the identifier, date of service, and report type without a separate OCR workflow.

MRN-48211 – 2026-06-12 – Lab Results.pdf

Referrals and faxed documents

Identify incoming referrals, consultation letters, and faxed records, then apply the same naming pattern used by the rest of the practice.

MRN-30177 – 2026-06-02 – Referral – Cardiology.pdf

Intake and consent forms

Extract the form type and signed date from front-desk scans so every intake batch follows one reusable Template.

MRN-51402 – 2026-06-05 – Consent Form.pdf

Imaging and consult reports

Name imaging reports, specialist notes, and outside records by the fields your team uses to retrieve them later.

MRN-30177 – 2026-05-30 – Imaging – Chest X-Ray.pdf

EOBs, ERAs, and claim correspondence

Use a separate billing Template for payer documents, account references, remittances, and claim correspondence.

ACC-2210 – 2026-06-04 – ERA – Aetna.pdf

What clinicians say

Feedback from people who file records for a living.

I keep a separate de-identified archive for follow-up notes. With Offline AI, Zush can name scans by visit date and record type. It is not something I run blindly, but it cuts the typing way down.

Front desk scans everything into one folder and by evening it used to be four hundred files called Scan-something. Now it comes out named by MRN and date. I still read the preview list before applying — that is the part that makes me comfortable with it.

Matching remittances to claims was the worst hour of my week. Naming the EOBs by account number and payer did most of it. A couple of scans come back generic and I fix those by hand.

Choose your PRO plan

Monthly flexibility or one-time lifetime access. Both plans remove the rename limit across every AI mode.

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Medical record file renaming, answered

How local models, organization-controlled BYOK, scanner folders, Templates, preview, and undo fit a medical document workflow.

Yes. In Offline AI mode, Zush analyzes supported files with local Ollama models on Mac or Windows — records are read and renamed entirely on the machine. Renaming always happens in place on your disk; Zush never uploads or stores your files.

Try Zush on one folder of scans

Point it at yesterday’s intake, read the proposed names, and undo the batch if you do not like them. Offline AI keeps the whole run on your machine.