Release Notes

Protected Document Type Access

Dexit’s Protected Document Type Access enhances document security and compliance, allowing administrators to restrict access to sensitive document types during indexing. This update ensures that only authorized users can interact with specific document categories, reinforcing data protection while maintaining workflow efficiency.

New Additions

• Restricted Document Type Access
• Seamless Workflow Integration
• Enhanced User Role Management
• Improved Compliance and Security

1. Restricted Document Type Access – Administrators can control which users can view and interact with specific document types, ensuring compliance with security policies
2. Seamless Workflow Integration – Users without access to a protected document type will be unable to see or interact with it in their batches, preventing unauthorized handling
3. Enhanced User Role Management – Administrators can manage user access in the ‘Edit User’ mode by assigning roles, granting queue-based permissions, defining protected document types, and updating user details such as Name, Login ID, and Email
4. Improved Compliance & Security – Organizations can enforce access policies for sensitive information, ensuring regulatory compliance while safeguarding patient and operational data

Robust User Security

With the Robust User Security feature, Dexit enables administrators to exercise precise control over user functionality by assigning granular permissions. This update ensures that users can only perform explicitly authorized actions, enhancing data security, compliance, and operational integrity.

New Additions

• Granular User Permissions
• Role-based Access Control
• Queue-based User Restrictions
• Action-based Authorization
• Audit Logs for User Activity

1. Granular User Permissions – Define exact permissions for each user, restricting access to only authorized system functions
2. Role-based Access Control (RBAC) – Create user roles with predefined permissions to streamline access management and ensure compliance
3. Queue-based User Restrictions – Limit user access to specific queues, preventing unauthorized document interactions
4. Action-based Authorization – Allow users to perform tasks that have been explicitly assigned to them, like indexing, reviewing, or batch processing
5. Audit Logs for User Activity – Track and monitor all user actions within the system to ensure transparency and security compliance

Robust Reporting

Dexit’s Robust Reporting provides administrators deeper insights into system operations, user productivity, and batch processing. This update improves data visibility, enabling better decision-making and workflow optimization.

New Additions

• Enhanced Analytics Dashboard
• Operations Overview
• Pages Processed by User
• Batches per Queue
• Comprehensive Audit Logs

1. Enhanced Analytics Dashboard – A centralized view of key system metrics, including productivity tracking, batch throughput, and fax activity
2. Operations Overview – Summarizes HIM activities over a specified period, covering indexing, pages processed, signature deficiencies, and batch details
3. Pages Processed by User – Tracks the number of pages indexed per user over a set period, helping administrators assess workload distribution
4. Batches per Queue – Provides real-time monitoring of active batches, including total counts and the oldest batch details via interactive pie charts
5. Comprehensive Audit Logs – Tracks all system interactions and user activities, with options to view access and action reports
6. Productivity Reports – Offers insights into indexing efficiency, allowing filtering by queues, users, and batch metrics, with exportable CSV reports

Enhanced Document Search

Enhanced Document Search automatically identifies, classifies, and matches documents to patients using the Master Patient Index (MPI), using AI.

Key Features

• Simple & Advanced Search Options
• Efficient Search Result Filtering
• Saved Search Queries for Quick Access

1. Simple & Advanced Search Options: Users can perform quick keyword searches or use the Advanced Search feature to build complex queries using specific filters like Document Type, Patient Name, and Encounter Number.
2. Efficient Search Result Filtering: The search suggestion tray categorizes results, showing document matches for text content, document types, patient associations, and encounter details. Users can refine searches by selecting a specific category.
3. Saved Search Queries for Quick Access: Users can save frequently used searches for repeated use, access them from the 'Saved Searches' tab, and apply them instantly. Saved searches can also be managed and deleted directly from the interface.

Customizable Keyboard Shortcuts

The Customizable Keyboard Shortcuts feature enhances efficiency by allowing users to navigate, edit, and process documents faster, with optimized shortcuts tailored for Mac and Windows platforms.

New Additions

• Platform-specific Shortcuts
• Quick Access Shortcut List
• Improved Workflow Navigation

1. Platform-specific Shortcuts: Users can now utilize keyboard shortcuts specifically designed for Mac and Windows, ensuring a seamless experience across different operating systems.

2. Quick Access Shortcut List: A built-in shortcut guide is accessible via the keyboard icon at the top of the batch screen, displaying available commands based on the user’s device.

3. Improved Workflow Navigation: The updated shortcuts enable quick document actions, including navigation, zooming, rotating pages, extracting patient information using AI, and moving documents to the next stage.

Advanced Bulk Import

The Advanced Bulk Import feature enhances efficiency by enabling seamless integration with cloud storage services, allowing users to automate large-scale document uploads directly from source folders.

New Additions

• Cloud-based Bulk Import
• Automated Document Processing
• Customizable Import Workflows

1. Cloud-based Bulk Import: Dexit now integrates with cloud storage providers, allowing users to import large volumes of documents without manual uploads. Documents are fed directly into Dexit from designated source folders.

2. Automated Document Processing: Once the bulk import is initiated, Dexit automatically processes incoming documents, ensuring they are indexed and categorized efficiently.

3. Customizable Import Workflows: Users can create and configure import processes by defining parameters such as Process Name, Folder Path, and Connection Type. This setup ensures that documents are imported according to specific workflow requirements.

Document Stamping

Document Stamping helps maintain clarity, ensuring that critical document conditions are noted and preserved, reducing errors in indexing and processing.

New Additions

• Permanent Document Stamps
• Customizable Stamp Options
• Easy Application During Indexing

1. Permanent Document Stamps: Users can apply permanent stamps or watermarks to document pages during indexing to indicate missing pages, poor quality, or other key notations. Once applied, the stamp cannot be removed unless the page is deleted and reinserted.

2. Customizable Stamp Options: Organizations can create and manage their own stamps in the Settings section to meet workflow needs.

3. Easy Application During Indexing: Users can select a page, choose a stamp from a dropdown menu, position it appropriately, and finalize the selection with a confirmation tick.

Signature Deficiency Reassignment

Signature Deficiency Reassignment allows assigned users to decline and reassign signature deficiencies when necessary. This ensures that any missing or incorrect signatures undergo further review and correction by the HIM team.

New Additions

• Flexible Deficiency Reassignment
• Enhanced Review & Correction Workflow
• Transparent Audit Trail for Compliance

1. Flexible Deficiency Reassignment: Assigned users can now decline a signature deficiency and send it back for reassignment, ensuring that the right individuals address the issue promptly.

2. Enhanced Review & Correction Workflow: The HIM team can reassess and correct deficiencies before finalizing documentation, reducing errors and improving overall documentation integrity.

3. Transparent Audit Trail for Compliance: Every reassignment is logged in the system. This means that every time a signature deficiency is reassigned, the system keeps a detailed record of who made the change, when it happened, and why.

Signature Deficiency Assignment

Dexit’s ‘Signature Deficiency Assignment’ allows authorized users to assign and resolve missing signatures. Once assigned, electronic signatures integrate into the document, becoming a permanent part of the legal medical record.

New Additions

• Effortless Signature Assignment
• Seamless Integration into Medical Records
• Multiple Signatures & Assignees Per Document
• Real-time Status Updates & Confirmation Messages
• Regulatory Compliance & Workflow Optimization

1. Effortless Signature Assignment: Authorized users can assign signature deficiencies to the appropriate individuals directly from the document interface.
2. Seamless Integration into Medical Records: Once completed, electronic signatures are permanently embedded into the document, maintaining legal and compliance integrity.
3. Multiple Signatures & Assignees Per Document: Users can assign multiple signatures within a single document, allowing for greater flexibility in documentation workflows.
4. Real-time Status Updates & Confirmation Messages: After assignment, a confirmation message ensures that the process was successful. If the "Send for Signature" button is not selected, the request will not be sent.
5. Regulatory Compliance & Workflow Optimization: By streamlining the signature collection, Dexit enhances efficiency and ensures comprehensive documentation that meets regulatory requirements.

Document-in-Review

Dexit’s ‘Document-in-review’ allows users to flag and route documents for review and correction when issues are identified.

New Additions

• Send Documents for Review
• Manage Review Requests
• Edit & Resolve Issues

1. Send Documents for Review: Users can flag documents for issues like incorrect metadata or misplaced pages. Clicking the ‘Send for Review’ icon routes the document for correction. A visible ‘Under Review’ watermark appears on the document, ensuring clarity for all users, including during the Release of Information (ROI) and Signature Deficiency assignments.

2. Manage Review Requests: Documents under review appear in the Review Requests screen and are accessible only to users with Document Review permissions. Requests are listed in a table format, allowing users to open documents for editing with a single click.

3. Edit & Resolve Issues: Users can make necessary corrections, including:

• Editing metadata from the Index Information section
• Replacing files by selecting a new document
• Deleting incorrect pages using the Trash icon
• Reviewing comments left by the requester via the ‘Document-in-Review’ icon

Once changes are completed, clicking ‘Resolve & Save’ finalizes the review, removes the ‘Under Review’ watermark, and deletes the document from the Review Requests table. 

Enhanced Queue and Batch Management

Key Features

• Batches Active by Queue
• Detailed Batch Insights
• Total Pages Indexed per User
• Audit Logs
• Queue-based User Access Control

1. Batches Active by Queue: Administrators get an overview of batches in each queue through a visual pie chart. By hovering over different segments, they can see the total number of batches per queue, identify the oldest batch, and view its creation date and time.

2. Detailed Batch Insights: The ‘Click to view details’ button provides a more in-depth look at all batches within a queue, including filtering options for currently locked batches.

3. Total Pages Indexed Per User: This section allows administrators to track how many pages each user has indexed over a specific period, offering insights into workload distribution and productivity.

4. Audit Logs: Comprehensive tracking of all actions taken within Dexit, including batch processing activities, ensures transparency and accountability.

5. Queue-based User Access Control: Administrators can assign specific queue access to users, ensuring that only authorized personnel can interact with certain document types and batches during indexing.

Improved Release of Information (ROI)

With Dexit’s Release of Information (ROI) module, users can quickly filter through patient files by visit details, document type, or other key information to locate exactly what they need.

New Additions

• Advanced Filtering
• Quick Export and Distribution
• Simplified Navigation & Access Control
• Intuitive Search & Selection
• Document Release With a Single Click

1. Advanced Filtering: Users can filter by encounter, document attributes (e.g., Document Type, Document ID, Uploaded By, Uploaded On), and file metadata, ensuring they locate and export only the necessary records.

2. Quick Export & Distribution: The ROI module allows users to fax completed documents directly from the export screen, eliminating extra steps in distribution.

3. Simplified Navigation & Access Control: Users with 'Release of Information' access can manage patient records securely. A dedicated Release of Information log screen helps users track past releases, access completed files, and initiate new ones.

4. Intuitive Search & Selection: A search patient window with advanced filtering options speeds up patient record retrieval. Users can preview documents before selecting them for release, ensuring accuracy.

5. Document Release With a Single Click: Selected documents are visibly listed at the bottom of the screen for final review. Users can export patient information with a single click, returning them to the ROI log for final file management.

Scheduled Faxes 

With ‘Scheduled Faxes’, users can automate fax transmissions in Dexit by setting specific dates and times for outgoing faxes. This enhancement provides greater control, flexibility, and efficiency, ensuring documents reach their recipients at the right time without manual intervention. 

New Additions

• Schedule Faxes for Future Transmission
• Automated Workflow Integration
• Enhanced User Control & Flexibility
• Improved Efficiency in Document Processing

1. Schedule Faxes for Future Transmission: Dexit allows users to schedule faxes in advance, eliminating the need for real-time manual sending.

2. Automated Workflow Integration: Scheduled faxes seamlessly integrate with Dexit’s Workflow Creation Canvas, enabling users to trigger fax transmissions based on predefined conditions. This is particularly useful for automated Release of Information (ROI) workflows, ensuring compliance and process accuracy.

3. Enhanced User Control & Flexibility: Users can select specific fax numbers, add multiple recipients, attach cover pages, and define transmission schedules from an intuitive interface. This provides full control over when and how faxes are sent.

4. Improved Efficiency in Document Processing: By eliminating manual intervention, scheduled faxes help optimize document handling, ensure timely compliance, and enhance coordination across teams. Notifications and tracking features ensure users stay informed on the status of scheduled transmissions.

Cloud-based Faxing

Dexit’s cloud-based faxing modernizes document transmission, eliminating the need for physical fax machines while maintaining security and efficiency. Users can send, receive, and manage faxes directly through Dexit’s secure virtual fax server, seamlessly integrating with workflows or operating as a standalone solution.

Key Features

• Cloud-based Convenience
• Seamless Workflow Integration
• Customizable Cover Pages
• Secure & HIPAA-compliant
• Enhanced Control

1. Cloud-based Convenience: Dexit eliminates the need for traditional fax machines by enabling users to send and receive faxes through a secure, cloud-based platform. 

2. Seamless Workflow Integration: Faxes can be assigned to existing queues or manually categorized for efficient processing.

3. Customizable Cover Pages: Organizations can create multiple cover page templates tailored to different workflows and specific departmental needs. 

4. Secure & HIPAA-compliant: Dexit maintains strict security protocols, ensuring the safe transmission of sensitive patient information. The system adheres to HIPAA regulations, safeguarding data against unauthorized access while maintaining compliance with healthcare industry standards.

5. Enhanced Control & Document Management: Users can preview, edit, and manage faxes with ease. Features such as multiple recipient selection, intuitive navigation, and metadata assignment enable better control over inbound and outbound faxing.

Custom Document Type Attributes

Dexit introduces Custom Document Type Attributes—a game-changing enhancement in healthcare document processing. This allows users to create and assign custom metadata fields directly within the document type creation node. 

Additionally, if Dexit’s AI is enabled, it can auto-populate certain metadata fields, reducing manual entry and improving efficiency. Users can also leverage bounding box technology to correct or fill missing metadata, while simultaneously training Dexit’s AI to improve future document classification accuracy.

New Additions

• Custom Metadata Creation
• AI-assisted Metadata Assignment
• Admin-friendly Configuration

1. Custom Metadata Creation: Users can create additional metadata fields at the document type level, providing better classification options.

2. AI-assisted Metadata Assignment: Dexit’s AI can auto-fill certain fields, reducing manual effort and improving accuracy.

3. Admin-friendly Configuration: System administrators have full control over metadata field creation and management, enabling seamless customization.

AI-powered Bounding Box Technology 

With Dexit’s latest release - Indexing Bounding Box Technology, AI-powered document indexing and data extraction have reached new levels of precision and efficiency. By integrating Optical Character Recognition (OCR), Natural Language Processing (NLP), and bounding box annotations, Dexit enables highly accurate extraction of structured and unstructured data from diverse document types.

New Additions

• Advanced OCR with Layout Preservation
• Bounding Box Annotations for Precise Extraction
• AI-powered Entity Recognition & Classification
• Human-in-the-Loop for Continuous AI Improvement

1. Advanced OCR with Layout Preservation: Dexit’s embedded OCR engine extracts text while preserving document structure, which is critical for documents like healthcare forms where misalignment can impact data integrity.

2. Bounding Box Annotations for Precise Extraction: Bounding boxes highlight key data points in structured documents, enabling AI models to link text to spatial locations. By refining these annotations down to token-level granularity, Dexit ensures precise extraction of words, characters, and numerical values.

3. AI-powered Entity Recognition & Classification: Using fine-tuned AI models, Dexit automates entity extraction, identifying critical fields such as patient names, dates, and medical codes with 95%+ accuracy. 

4. Human-in-the-Loop for Continuous AI Improvement: A user-friendly validation interface allows assigned users to review and refine extracted data. Each correction feeds into the AI, continuously improving accuracy and minimizing future errors. Over time, this feedback loop boosts workflow accuracy, making Dexit a highly reliable solution.

AI-powered Document Indexing

With AI-powered Document Indexing, Dexit automatically classifies, tags, and organizes documents with unmatched accuracy and speed, reducing manual effort and enhancing efficiency.

Key Features

• Automatic Document Identification & Classification
• Intelligent Master Patient Index (MPI) Matching
• Purpose-built AI Models
• Content Capture & Interpretation
• Advanced Document Ingestion Methods
• Review Requests for AI Validations

1. Automatic Document Identification & Classification: Dexit’s AI intelligently analyzes text, layout, and visual cues to determine document types, ensuring precise categorization. The system recognizes and classifies clinical notes, lab reports, referrals, and other essential patient records with high accuracy.

2. Intelligent Master Patient Index (MPI) Matching: With intelligent MPI matching, documents are seamlessly linked to the correct patient records, eliminating misfiled information and improving retrieval accuracy. This reduces administrative burdens and enhances the completeness of patient records.

3. Purpose-built AI Models: Trained on more than 1,000 images per document type, Dexit’s AI continuously refines its accuracy to adapt to variations in forms and layouts. This specialized training ensures that the system remains highly effective even as document formats evolve.

4. Content Capture & Interpretation: Dexit extracts and normalizes patient data across various document formats, leveraging Machine Learning (ML), OCR, and adaptive feedback loops. This ensures that critical patient information is accurately captured, structured, and made actionable for downstream processes.

5. Advanced Document Ingestion Methods: Dexit supports multiple ingestion methods for document indexing. These include - batch uploads, direct EHR integration, API support, virtual fax server, scanning, etc. Having multiple ingestion methods ensures seamless integration into existing workflows while boosting efficiency.

6. Review Requests for AI Validations: Dexit includes an intuitive review request feature, enabling users to flag documents where AI-generated classifications require validation. This ensures continuous accuracy improvements and a collaborative review process for document integrity.

Audit Logs and Notifications

Dexit’s latest release enhances transparency and team communication with detailed audit logging and customizable notification capabilities.

New Additions

• Audit Logs (Access & Action Reports)
• Productivity Reports
• In-app, Email, and Slack Notifications
• Notification Settings Configuration
• Email SMTP Setup

1. Audit Logs (Access & Action Reports): Track every screen access and user action with detailed time-stamped logs. Filter by date and export data in CSV format.

2. Productivity Reports: Monitor indexing performance by queue, user, or batch. Use filters and CSV exports for deeper analysis.

3. In-app, Email, and Slack Notifications: Stay informed in real-time with alerts sent via in-app popups, email, or Slack.

4. Notification Settings Configuration: Choose which events trigger alerts and select your preferred channels. Just configure and click ‘Save’.

5. Email SMTP Setup: Securely configure your SMTP email server settings to enable system alerts and password reset emails.

User Task Lists

Dexit’s ‘User Task Lists’ bring a new level of visibility and accountability to task management within automated workflows. This release equips administrators and team leads with robust insights into user performance, task completion trends, and potential workflow bottlenecks—all through a streamlined, interactive interface.

New Additions

• Categorized Task Insights with Action Blocks
• Top 5 User Metrics for Completed and Pending Tasks
• Active and Pending Task Monitoring
• Task Reassignment Tracking
• Average Completion Time Analytics

1. Categorized Task Insights with Action Blocks: View tasks more intelligently with action blocks now grouped by User Actions, AI Actions, and Automated Actions, such as communication or queue handling.

2. Top 5 User Metrics for Completed and Pending Tasks: View top performers across key task types with the ‘View Top 5 Users’ filter.

3. Active and Pending Task Monitoring: Get a unified view of all active and pending tasks by category, with direct access to the task dashboard.

4. Task Reassignment Tracking: Track tasks pending reassignment and identify users who frequently redistribute work to improve balance and reduce delays.

5. Average Completion Time Analytics: Monitor average task durations across workflows and spot optimization opportunities using time and percentage insights.

Workflow Automation & Workflow Logs

Dexit’s ‘Workflow Automation & Workflow Logs’ introduce a powerful new way to streamline document-related processes through an intuitive, drag-and-drop builder. It enables users to design, automate, and monitor custom workflows with precision.

Key Features

• Drag-and-drop Workflow Creation Canvas
• Rule-based Automation Engine
• Human Task Assignment & Tracking
• Real-time Workflow Execution Logs
• Input/Output Visibility for Every Step
• Role-based Access Control

1. Drag-and-drop Workflow Creation Canvas: Design complex workflows effortlessly using an intuitive canvas interface. Configure triggers and action blocks tailored to healthcare use cases such as fax routing, AI extraction, and document indexing—no coding required.

2. Rule-based Automation Engine: Automate repetitive tasks from start to finish using a powerful rule-based engine. Set logic conditions once, and let the system ensure consistent execution, while reducing human error. 

3. Human Task Assignment & Tracking: Assign manual review or approval steps with ease. Tasks appear in a centralized queue where users can review, complete, or escalate items—keeping workflows on track without delays. 

4. Real-time Workflow Execution Logs: Track every workflow step in real-time. Gain clear visibility into statuses, timestamps, and actions—so you can monitor performance and maintain full transparency.

5. Input/Output Visibility for Every Step: See exactly what goes in and what comes out of each workflow block. Quickly spot failed or stalled steps, making troubleshooting fast and continuous improvement simple.

6. Role-based Access Control: Access to workflow creation and monitoring is governed by user permissions. Only authorized users can view or modify workflows, ensuring operational control and data security.