Analyze many notes

A batch analyzes up to 100 notes in one go. You add the notes as files, confirm the cost, and the notes run in the background while you do other work.

Each note in a batch is analyzed the same way as a single note, costs one credit, and gets its own result. To start a batch, you need the owner, admin, or member role.

Prepare your notes

A batch takes notes from text files, from a CSV file, or from both:

A .txt or .md file holds one note. The preview lists it by its file name. The file name becomes the note's reference only if you select Use file names as references; otherwise notes are numbered. File names often contain patient names, so leave this off unless yours don't.
A .csv file holds one note per row.

Each note must have from 20 to 100,000 characters, as on the single-note form. A batch holds up to 100 notes.

CSV format

The first row of the CSV file names the columns. Column names aren't case-sensitive, and spaces and hyphens in them are ignored, so ICD-10 works for icd10. The columns can be in any order. Only note is required.

Column	What it holds
`note`	The full text of the visit note. A note can span several lines if the field is in double quotes.
`cpt`	Optional. The codes you plan to bill, separated by commas, spaces, or semicolons. Add a modifier with a hyphen and units with `x`, for example `99214-25, 36415x2`.
`icd10`	Optional. The ICD-10 codes, for example `E11.65, I10`.
`state`	Optional. A two-letter state code, such as `TX`, or the state's name. It's used for the Medicare checks.
`reference`	Optional. Your own label for the note, such as an encounter number. Don't use patient names. If it's empty and Use file names as references is selected, the reference is the file name and row number.

To start from a working file, download the CSV template. It has the header row and two synthetic notes. The Many notes form links to the same file as Download CSV template.

Note:

Spreadsheet apps can save a CSV file in other formats. Save the file as comma-separated values (CSV). If the app asks for an encoding, choose UTF-8.

Start a batch

In the sidebar, click Analyze a note, and then click Many notes.
Drag your files onto the Notes area, or click Choose files. To add more files later, click Add files. A file with the same name as one already added replaces it.
Review the preview table. It lists each note with its Reference, Characters, Codes, and Problems. Rows with a problem show the reason and are left out of the batch.
Optional: in Batch name (optional), enter a name. The name appears on the batch page and on the Results page.
Click the analyze button, which shows the number of notes, for example Analyze 12 notes.
In the confirmation dialog, review the cost line, for example 12 notes · 12 credits · 88 left after this.
If your organization is in testing mode, select the This is not real patient data checkbox.
Click Start batch.

Your browser reads the files. Nothing is sent until you start the batch, and then the notes go straight to the MedChartScan E/M API.

If your balance is too low, the dialog says Not enough credits and how many more you need, and nothing is sent. To buy credits, click Buy credits.

Common file problems

Problem	What to do
There's no note column.	Make the first row name the columns. The template shows the header row.
A quoted field never closes.	Look at the quotes in the row that the message names. A double quote inside a note is written as two double quotes.
The note is empty, too short, or over 100,000 characters.	Fix the note, or leave the row out.
A code isn't valid.	Write CPT codes like `99214`, `99214-25`, or `36415x2`, and ICD-10 codes like `E11.65`.
More than 100 notes.	The first 100 notes go in the batch; the rest are left out. Put them in another batch.
The file type isn't supported.	Use `.txt` or `.md` files (one note each) or `.csv` files (one note per row).

After you fix a file, add it again. It replaces the earlier copy.

Follow a batch

After you start a batch, its page opens. The page shows the batch's progress and the status of each note:

Status	What it means
Queued	The note is waiting its turn.
Running	The note is being analyzed.
Succeeded	The analysis finished. The note's code appears, and you can click Open to see its result. The progress bar counts these notes as Done.
Failed	The analysis didn't finish. No credit is charged.
Not an office visit	The note isn't an office E/M visit, so it wasn't coded. No credit is charged.

The batch itself shows Running until every note has finished, and then Finished or Finished with failures.

What to review in a batch

Once a note has finished, a line above the list sums up what to review, for example To review: 3 upgraded · 1 downgraded · 2 notes with missed revenue · 1 note with denial risks (of 10 notes coded).

Each note's row also shows its Change, Missed revenue, and Denial risks, the same columns as the Results page. For what each change means, see Find your results. To read a note's missed revenue and denial risks, click Open: they're the first section of the result.

The notes keep running if you leave the page, and each result opens as soon as it's ready. When the batch finishes, the person who started it gets an email with the number of notes that finished and failed. The email doesn't contain references, codes, or note content.

To find a batch later, go to Results and open the Batches tab.

Retry failed notes

You can retry the failed notes of a batch in one step:

On the batch page, click Retry failed. The button shows how many notes can be retried.
In the dialog, check the cost line, and then click the retry button, for example Retry 3 notes.

Each retried note holds one credit again and is charged only if it succeeds. If your balance is too low, the dialog says Not enough credits, and nothing is retried.

A failed note in a batch can be retried for 7 days. After that, its note text and its reference are deleted, the note shows Retry window closed, and you need to add the note again in a new batch. Notes that aren't office visits aren't retried.

Export a summary

To export a CSV summary of the batch, click Export CSV on the batch page. The file has these columns: reference, status, submitted_code (the first E/M code submitted), code (the supported code), change, missed_revenue, denial_risks (the counts), and link (to the result). Your browser builds the file from what's on the page. The summary doesn't include note text.

Limits

Up to 100 notes in one batch.
Up to five unfinished batches in an organization at a time. To start another one, wait for a batch to finish.
While your organization is in testing mode, batch results are test results and are deleted after 30 days.