AI-Assisted Study Upload: Auto-Fill Patient and Study Details from OCR Forms – AlemHealth

Every study you send for reporting now starts in the Add Study wizard. You attach the referral order form and the images in one place, AlemHealth's AI reads both and fills in the patient and study fields, and you confirm the details before routing the study to a radiologist with a set priority.

The wizard has three stages, shown at the top of the screen: Intake Source (where the study comes from), Patient Data (demographics and study details), and Assignment (routing and SLA). This replaces the earlier separate paths for manual DICOM upload and for reporting in your own viewer. Both are now options inside the same flow.

Step 1: Open Add Study

Log in to AlemHealth Connect, go to Studies in the left navigation and click Add Study in the top right corner. The Create a New Study screen opens on the Intake Source stage and asks how you would like to create the study.

The screen is split into two panels:

1. Clinical Documentation on the left

2. Imaging Assets on the right.

You complete both before moving on.

Step 2: Add the Clinical Documentation

Under 1. Clinical Documentation, choose how the patient and order details will be captured.

Smart OCR Form is the recommended option. Drop the scanned referral or requisition into Upload Order Form or click browse files to select it. PDF, JPG, PNG and TIFF files up to 50 MB are supported. When the file name appears with Ready for AI extraction, the form is attached and the AI will read it on the next screen.

Manual Entry starts you with a blank form. Choose this when you have no order form to upload. You will type the patient, and study details yourself on the next screen.

Step 3: Add the Imaging Assets

Under 2. Imaging Assets, choose where the images are coming from. Whatever you upload stays attached to the order form from Step 2.

DICOM Folder uploads study DICOM files from your computer. Drop the files into Upload DICOM Folder, click browse, or click Select folder to choose the whole study folder. When the upload is ready you will see DICOM Payload Attached with the number of studies ready.

DICOMDIR uploads a study from a CD or DVD that contains a DICOMDIR file.

Sync with Cloud imports images stored in Dropbox, Google Drive or Box.

No Images creates the study for reporting without any images attached. Use this when the images are read in your own viewer or will be attached later.

When both panels are complete, click Create Study at the bottom right. AlemHealth reconciles the DICOM headers with your order form and pre-populates the next screen.

Step 4: Review the Patient Data

The Patient Data stage shows your uploaded Order Form on the left and two editable sections on the right: Patient Demographics and Study Details. The AI has already parsed the order form and the DICOM images and filled in what it found. A DICOM tag next to a field means the value came from the DICOM headers.

Check each value against the order form preview and complete anything left blank. Required fields are marked with a red asterisk: Full Legal Name, Gender, Date of Birth, Patient ID / MRN, Accession Number, Originating Facility, Modality and Body Part. If the date of birth is unknown, click Use age to enter the patient's age instead. If the facility you need is not in the Originating Facility list, an admin can add it (see How to manage source facilities). Procedure, Study Description and Clinical History are optional, but a clear clinical history helps the reporting radiologist.

When the order form and the DICOM headers disagree, or a required value cannot be confirmed, the field is highlighted in amber with a MISMATCH label. Continue to Assignment stays disabled until every amber field is edited, and a note beside the button tells you how many are left. Once all fields are resolved, click Continue to Assignment.

Step 5: Assign the Study and Set the Priority

The Assignment stage opens the Assignment and Access panel, with the study's accession number shown in the top right so you can confirm you are routing the right study.

Select the radiologist or reporting group from the Reporting radiologist or provider dropdown. If someone is missing from the list, see How to add new radiologists or providers. Then choose a priority under Service Level Agreement (Priority). Routine has an SLA of 12 to 24 hours, Urgent has an SLA of 2 to 4 hours, and STAT has an SLA of under 30 minutes. Routine is selected by default.

Step 6: Launch the Study Workflow

Click Launch Study Workflow to finish. The study is sent to the selected radiologist and appears at the top of your Studies list, which is sorted by Last Updated. The row shows the priority, patient name, patient ID, source facility, assignment, modality and body part, with a status of Assigned. The status updates as the study moves through reporting. To see only the studies you created, open the My Uploads tab.

Tips

Use Smart OCR Form whenever you have a referral. It saves typing and gives the AI a second source to check the DICOM headers against.
An amber MISMATCH is a prompt to check, not an error. Compare the field with the order form preview on the left, correct it, and the warning clears.
Use Back on the Patient Data or Assignment stage to return to an earlier stage and change the intake source or a field.
Choose No Images if you report in your own viewer or the images are still on their way. For reporting from your own system, see External Reporting Mode.
The stage tracker at the top shows a green tick on each completed stage, so you can always see where you are in the flow.
Studies sent automatically from connected sites through AlemBox, AlemHub or the Windows uploader still arrive on your worklist without this wizard. To send them to a radiologist automatically, set up Automated Routing.