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How Zally works

Incoming faxes processed and filed in under 3 minutes. Clinical notes sent to referring providers after every appointment. No clicks required.

Zally AI working at her desk
Zally handles it from here
While your staff focuses on patients, Zally processes faxes and sends notes in the background — no supervision needed.

The Workflow

From fax received to provider notified

📨
Fax arrives
Zally monitors your fax line 24/7 and picks up every incoming document automatically — nothing missed, even overnight or on weekends.
🔍
AI reads and classifies
OCR and vision AI read printed and handwritten documents, then classify them into 27+ types — referrals, imaging, insurance auths, records requests, and more.
👤
Patient matched and filed
Zally finds the right patient in DrChrono by name, DOB, and insurance — or creates a new chart. The document is attached with a clear label. No manual uploading.
✅
Tasks, flags, and auths handled
A task is created and routed to your designated staff. Insurance authorizations are entered. Patient flags are updated — all automatically, following your rules.
📤
Notes sent to providers
After appointments, Zally faxes locked clinical notes to the referring provider and PCP. Portal delivery when enabled. Providers stay informed without your staff making a single call.

Step two is the one that decides everything after it. Every document type Zally classifies — who sends each, what has to happen to it, and how each one goes wrong →

Edge Cases

What about the hard ones?

Real fax workflows are messy. Zally is built for that.

  • Duplicate detection: Same fax sent twice won't create duplicate tasks or attachments.
  • Name mismatches: "Robert" vs. "Bob", maiden names, spelling variations — matched using similarity scoring + DOB.
  • Multi-page documents: Referrals with attachments and cover sheets are grouped and filed together.
  • Handwritten forms: Vision AI reads handwritten referral forms, checkboxes, and annotations.
  • Poor quality scans: Multiple processing passes maximize accuracy on degraded faxes.
  • Upside-down pages: Rotated pages auto-detected and corrected before processing.
  • Vision AI fallback: When OCR fails, vision AI reads directly from the image.
  • Smart escalation: Low-confidence results flagged with full context for quick staff resolution.
👁️
Vision AI fallback
⚡
Smart escalation
🔁
Duplicate detection
Same fax sent twice won't create duplicate tasks or attachments.
📝
Name mismatches
📄
Multi-page documents

Outbound Automation

Clinical notes delivered to providers — automatically

After every appointment, Zally sends the locked clinical note to the referring provider and PCP — by fax, portal, or both. No staff follow-up needed.

📋

Note locked = note sent

The moment a provider locks their clinical note in DrChrono, Zally detects it and starts the delivery process. No manual trigger, no delay.

📞

Referring provider gets the fax

Zally looks up the referring provider from the patient's demographics and faxes the note directly. If the provider has a fax number on file, it gets sent.

🩹

PCP stays in the loop

If a PCP is listed in the patient's chart, they receive a copy too. Portal delivery is used when the patient has portal access enabled.

Daily Reporting

Know what happened every day

Zally generates a daily processing report so you always have a clear picture of your fax volume, automation rate, and any items that needed human review.

✓
How many faxes were received and processed
✓
Fully automated vs. escalated breakdown
✓
Average processing time and trends
✓
Document type breakdown (referrals, auths, etc.)
✓
Error log with context for any failed items
Today's Report — April 9
53
Faxes Received
89%
Fully Automated
2.7m
Avg. Process Time
5
Escalated for Review
Document Types Today
Referrals18
Insurance Authorizations11
Imaging Reports9
Records Requests6
Other9

FAQ

Common questions about outbound notes

What triggers the outbound clinical note?
+
When a provider locks their clinical note in DrChrono after an appointment. Zally checks the schedule and processes locked notes automatically.
What if the referring provider isn't on file?
+
Zally adds a PCP flag to the patient's chart so your staff can request the information at the next visit. No note is sent to an unknown recipient.
Does it send notes for every appointment?
+
You configure which appointment types to include or exclude. Certain procedure types can be blocklisted so only the visits you choose trigger outbound notes.
Can Zally send clinical notes to the patient portal?
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Yes. If the patient has portal access enabled in DrChrono, Zally delivers the note there as well.
Can it send additional documents alongside the clinical note?
+
Yes. When relevant documents are on file, Zally sends them alongside the clinical note so the referring provider has the full picture.

All 31 questions about automating a DrChrono practice →

See it work with your real faxes

Book a 15-minute demo. We'll walk through the full workflow and answer your questions about your specific fax types.

Book a Demo →See Pricing
Zally