02/23/2026
Despite widespread adoption of electronic health records (EHRs), health systems remain heavily dependent on faxed documents for critical patient information. At NYU Langone Health, this represents nearly 20 million document-pages per year, each requiring manual review and indexing. These workflows are time consuming, involve multiple staff touchpoints, can be prone to error, and may create delays for patients awaiting follow-up care.
To provide the highest quality of care and augment staff experience, NYU Langone developed an Intelligent Document Processing (IDP) solution leveraging existing enterprise technologies for document management, robotic process automation, data classification and extraction, and EHR-integrated indexing. This solution identifies electronically faxed documents, extracts patient and provider information, matches the EHR record, sorts the documents into clinical or administrative queues, and assigns a document type for indexing.
The IDP solution was deployed and monitored at one high-volume multispecialty practice August-October 2025. The system processed about 20,000 document-pages, representing 13,700 faxes or scans. Of these, 8500 (62%) were successfully classified to one of the predefined in-scope clinical and administrative document types the system was trained to recognize; they were then routed to the appropriate work queue for indexing. The remaining 38% required manual review.
Implementation required not only technical integration, but also operational redesign. Change management was paramount, as individual practices had developed varied and entrenched fax workflows that required reengineering and preproduction dress rehearsals prior to go-live.
This experience demonstrates the potential for an AI–enabled IDP solution to meaningfully reduce administrative burden, improve timeliness and accuracy of document indexing, and unlock structured data from scanned pages.
Although challenges remain in scaling across diverse workflows, this case illustrates how health systems can pragmatically deploy AI using existing infrastructure to improve efficiency, reduce staff burden, and support better care delivery: https://nej.md/3ZEpmb9