Your staff pick up a sorted queue, not a pile of faxes.
Medman reads every fax, voicemail and portal message as it arrives, attaches it to the right patient and routes it to the person who handles it, with a one-line note on what to do. A late cancellation left on voicemail goes to the top, so staff can reschedule and fill the slot. Anything it cannot place with confidence goes to a person, with its reading attached.
- Faxes, voicemails and portal messages in one sorted queue
- Rx refill requests prioritized and routed to the right prescriber
- Late cancellations on voicemail put first, so the slot can go to the wait list
- Pharmacy faxes about a drug the plan won't cover flagged for a covered alternative or a prior auth
Practices using Medman
The first two hours of the day, given back.
Modeled from production data at our founding design partner, an independent practice in Modesto, CA. Sachin also serves as Agentman's VP, Agentic Healthcare. Results vary by practice.
“The staff aren't doing less work — they're doing different work. The agent handles the volume; they handle the judgment calls. That's how you scale a small practice without burning out your people.”
Each kind of message goes to the person who owns it.
Refill requests come first, then pharmacy faxes about a drug the plan won't cover. Pick a message type to see what Medman reads, what it proposes and who it hands the item to.
Example Pharmacy #0412 · Refill authorization request Patient: MARSH, ELENA · DOB 03/14/1961 Rx: metformin HCl 500 mg tab · #180 · 0 refills remaining Prescriber: Rivera, V. · Last fill 06/02 Please authorize or deny. Fax back to (209) 555-0144.
Voicemail, 7:51 AM — "This is Owen Price, I need my blood-pressure pills refilled before Friday."
Triage result
What to do
- Zero refills remain. Route to Dr. Rivera's refill queue, due today.
- Proposed: Send to Dr. Rivera · your staff can reassign
- Triage confidence: 96%
Summary
- Refill request for metformin 500 mg. Patient matched to the chart by name and date of birth. Zero refills remain on the active prescription.
Details
- Type: Fax · 2 pages
- Received: Today 8:12 AM
- Subject: Refill authorization request
- From: Example Pharmacy #0412
- Priority: High · due today
- Category: Rx refill
Illustrative · fictional patients
Rx refill requests
Medman pulls out the medication, dose, pharmacy and last fill, puts a patient running out today first, and routes the request to the prescriber. A refill that needs prior auth is queued for the prior authorization agent.
A cancellation left on voicemail becomes a slot you can still fill.
When a patient calls the day or two before to cancel and it goes to voicemail, the message can sit until someone works the voicemail box. Medman puts it first, so your staff can call back right away, reschedule, and offer the slot to someone on the wait list.
- 01
Put first
A voicemail asking to cancel or move a visit is transcribed, matched to the patient and marked Reschedule, at the top of the queue.
- 02
Your staff call back
The callback number, the visit and what the patient asked for are already written down. Your staff reschedule the patient.
- 03
The slot goes to someone else
Your staff offer the open time to someone on the wait list. Medman never cancels or books an appointment by itself.
Every message read, named, matched and routed before your staff open it.
Most of what practices still fax is payer and prior-auth paperwork (75%) and referrals (73%), according to the MGMA 2026 Phone and Fax Solutions Survey. Someone has to open each one to find out which. Medman does the opening, and your staff start the day from one card: refills to authorize, callbacks due, items to review.
- 01
Reads what arrives
Faxes are read page by page, voicemails are transcribed, portal messages are read as they land. Nothing waits for someone to open it.
- 02
Works out what it is
Each item gets a category — referral, records request, prior-auth decision, refill request, reschedule, pharmacy inquiry, specialist consult, program notice, junk — and a priority.
- 03
Attaches it to the patient
The item is matched to the patient's chart on name and date of birth. A weak match is not guessed; it goes to a person to confirm.
- 04
Routes it, with the next step
The item lands with the person who handles that kind of request, with a one-line “what to do”. Urgent items go to the top.
Thirty minutes with your own fax inbox on screen, sorted while you watch.
Medman reads the inboxes you already have.
- Yours not here? New EHRs connect on request.
Your fax inbox
Works with your existing fax service: Medman reads what arrives, whichever provider delivers it.
Voicemail
Messages are transcribed and triaged the same way, with the caller's number and a callback note.
Patient portal messages
Portal messages are read, categorized and routed alongside the faxes, so one queue covers all three.
Your EHR
Matches each item to the chart and writes the routed item where your staff already look. Live today with AdvancedMD, DrChrono, Tebra, Practice Fusion, athenahealth, ModMed and eClinicalWorks.
Medman sorts. Your team acts.
Routing is a suggestion you can change
Every item shows its category, priority and confidence. If Medman has it wrong, your staff move it, and the correction is kept.
Nothing is answered for you
The triage agent does not reply to a patient, a pharmacy or a payer. It sorts and hands over; a person responds.
A record of every decision
Each item is logged with where it came from, how it was read, who it went to and when, so any message can be traced after the fact.
Built for HIPAA
Message content is patient data and stays in your systems. We sign a Business Associate Agreement before any patient data moves.
Someone who has run a practice, on your side from day one.
- 01
Your domain expert
An expert in running medical practices maps who handles faxes, voicemails and messages in your office today, then sets the routing up around it with our implementation team.
- 02
30 days of fast fixes
For 30 days after go-live, every piece of feedback is addressed within a few days.
- 03
Support on demand
After that, our support team is there when you need it, with responses within 24 to 48 hours.
Want to hear it from a practice like yours? We'll connect you with a customer reference.
One flat monthly rate per provider. Unlimited messages.
Inbox triage · Practice Plan
Unlimited message routing per provider
$249 / provider / month1–5 providers; from $225 for 6+ providers.Bundle with eligibility or prior authorization for a lower rate, with volume discounts for larger practices. Billed monthly, cancel anytime, no annual contract.
Free 14-day trial on every agent.
See pricingCommon questions about inbox triage
What does an inbox triage agent do?
It reads everything arriving in your practice's shared inboxes — faxes, voicemails and patient portal messages — works out what each one is, attaches it to the right patient and routes it to the person or queue that handles it, with a one-line note on what to do next. Instead of a staff member opening every fax to decide who it belongs to, the queue arrives already sorted.
How much of our message volume can actually be auto-routed?
70–80% of messages are routed automatically. The remainder are the genuinely ambiguous ones, and those are surfaced to a person with Medman's reading attached rather than guessed at. The share depends on what arrives in your inbox.
What happens to a message the agent is not sure about?
It goes to a person's queue with the agent's reading and its confidence attached, rather than being filed on a low-confidence guess. Misrouting a clinical message is far more expensive than asking a person, so the agent is built to escalate instead of assume.
Does it handle prescription refill requests?
Yes. Medman recognizes a refill request in a pharmacy fax, voicemail or portal message, pulls out the medication, dose, pharmacy and the patient's last fill, marks it by urgency and routes it to the prescriber or the person who owns your refill protocol. It does not approve refills; your clinician does.
Does it work with our EHR and fax provider?
Yes. Medman reads whatever your fax service delivers, along with voicemail and portal messages, and matches each item to the chart in AdvancedMD, DrChrono, Tebra, Practice Fusion, athenahealth, ModMed or eClinicalWorks. If you use another EHR, tell us on the call; new EHRs connect on request.
What happens when a patient cancels by voicemail?
When a patient calls the day or two before to cancel and it goes to voicemail, Medman transcribes the message, matches it to the patient and puts it at the top of the queue as a reschedule, with the callback number and the visit it concerns. Your staff call the patient back to reschedule and offer the open slot to someone on the wait list. Medman does not cancel or rebook appointments itself.
What about pharmacy faxes saying the plan won’t cover a medicine?
They are flagged high priority as a pharmacy inquiry, with the drug, the plan and what the pharmacy is asking for. Your prescriber can choose a covered alternative, or your staff can start a prior authorization; the prior authorization agent saves it as a draft and a person on your team submits it.
What happens to prior-auth faxes?
A pharmacy fax saying a drug needs a prior authorization is queued for Medman's prior authorization agent, which builds the case from the chart and saves a draft request in your own CoverMyMeds or Availity account. A person on your team presses Submit.
Is patient information handled safely?
Message content is patient data and is handled under HIPAA controls. We sign a Business Associate Agreement with your practice before any patient data moves, and every routing decision is logged and reviewable, so you can reconstruct where any message went and why.
What does it cost?
A flat monthly rate per provider with unlimited message routing: $249 per provider per month for 1–5 providers, $225 for 6+ providers. Every agent starts with a free 14-day trial, bundles lower the rate, and plans cancel anytime with no annual contract.
One system inside your EHR, not another dashboard.
Inbox triage works alongside the other live agents, in the EHR your staff already use. Start with the job your team most wants off its plate.
Prior authorization
The prior-auth faxes this agent finds become draft requests in your CoverMyMeds or Availity account, for your staff to submit.
How the prior authorization agent works →Eligibility & benefits
Coverage, copays, deductibles and out-of-pocket max checked 5 days before each visit; staff work the flagged list.
How the eligibility agent works →AI receptionist
Patient calls answered, visits booked in your EHR, the rest handed to your team.
How the AI receptionist works →
Bring a morning's faxes. See where each one lands.
A 30-minute call with your own inbox on screen, then a free 14-day trial. No commitment.