Healthcare, reimagined

H3X Onboarding Guide

Everything you need to get your organization up and running with H3X. From signup to advanced AI automation—we've got you covered.

What's New

Recently added

Real DICOM scanner pairing

Register an imaging device with an AE Title and a clinic's CT/MRI/X-ray can push studies straight into the PACS worklist — no manual upload needed. A drag-and-drop upload path still works for everyone else.

Fax-to-referral automation

Inbound faxes are OCR'd and read by AI, matched to the right patient, and turned into a referral automatically. Anything the AI isn't confident about lands in a Fax Inbox for a quick human review — never a guess.

Recording follows you across the app

Start a transcription and switch screens — it keeps recording in a small floating widget until you stop it, so you're never stuck waiting on one page.

Prior auth that writes itself — and improves on request

AI drafts the justification straight from the encounter and reconciles procedure/diagnosis codes with the bill so they always match. A "Strengthen justification" button rewrites it to address reviewer feedback in full sentences, not pasted bullet points.

Tabbed clinical note forms, built for psychiatry

The default structured note form now covers a full psychiatric intake — mental status exam, risk assessment, substance use, and more — organized into tabs instead of one long scroll.

Drag-and-drop AI Context setup

Drop your clinic's existing prior-auth, SOAP note, and billing formats into Settings and the AI reads each one, figures out what it is, and sets it up as the matching template automatically.

Getting Started

Welcome to H3X! This guide will walk you through everything you need to know to set up your organization, invite your team, and start using our AI-powered healthcare platform.

What You'll Learn

  • Create your organization
  • Invite team members
  • Configure roles & permissions
  • Use AI transcription
  • Manage prescriptions
  • Route referrals & fax intake
  • Pair or upload medical imaging
  • Access audit logs
  • Set up billing & prior auth
  • Import existing data

Estimated time: 15-30 minutes to complete basic setup.

Organization Setup

The first step is creating your organization in H3X. This establishes your practice's workspace where all your data, team members, and settings live.

1

Sign Up for H3X

Visit app.h3x.ai/signup and create your account. You'll need to provide:
  • Your email address (this becomes your Owner account)
  • A secure password (minimum 8 characters)
  • Your full name
2

Create Your Organization

After email verification, you'll be prompted to create your organization:
  • Organization Name: Your practice or clinic name
  • Organization Type: Primary Care, Specialty, Hospital, etc.
  • Address: Your main location
  • Phone: Main contact number
  • NPI Number: National Provider Identifier (optional)
3

Configure Basic Settings

Customize your workspace:
  • Upload your organization logo
  • Set your timezone and date format
  • Configure appointment slot durations
  • Set business hours

Pro Tip: You can always update these settings later from Settings → Organization.

Team Management

Invite your team members and manage who has access to your H3X workspace.

1

Invite Team Members

Navigate to Settings → Team and click "Invite Member":
  • Enter the team member's email address
  • Select their role (see Roles & Permissions below)
  • Add an optional personal message
  • Click "Send Invitation"

They'll receive an email with a link to join your organization.

2

Manage Existing Members

From the Team page, you can:
  • View all active team members
  • Change a member's role
  • Resend invitation emails
  • Deactivate or remove members

Pro Tip: Deactivated members can no longer access your organization but their historical activity is preserved for audit purposes.

Roles & Permissions

H3X uses role-based access control (RBAC) to ensure team members only see what they need. Here are the default roles:

Owner

Full access to all features, billing, and organization settings. Can delete the organization.

Admin

Full access to clinical and administrative features. Cannot modify billing or delete organization.

Provider

Access to patient care, appointments, notes, and telehealth. Limited admin access.

Staff

Front desk operations: scheduling, patient check-in, basic record access.

Billing

Access to invoicing, payments, and financial reports only.

Permission Categories

View Patients
Edit Patients
View Appointments
Manage Appointments
Create Notes
Prescribe Medications
View Billing
Manage Billing
Access Audit Logs
Invite Members
Manage Roles
Organization Settings
AI Assistant
Analytics
Data Import

Modules Overview

H3X is organized into modules, each handling a specific aspect of your practice. Here's what's available:

Patients

Patient profiles, demographics, medical history, and insurance information.

Appointments

Schedule, manage, and track patient appointments with smart conflict detection.

Encounters

Track patient visits, procedures, and clinical outcomes.

Notes

Clinical documentation, SOAP notes, templates, and AI-assisted writing.

Transcription

Real-time voice capture with speaker diarization and auto-SOAP generation.

Prescriptions

Electronic prescribing, medication management, and refill tracking.

Labs

Order labs, receive results, and track pending investigations.

Medical Imaging (PACS)

Worklist, DICOM viewer, and AI triage — pair a real scanner or upload studies manually.

Documents

Patient documents, forms, and file attachments with previews.

Library

Reusable templates, forms, and clinical resources for your practice.

Audit Tool

Complete audit logs of all system activity for compliance.

Telehealth

Secure video consultations with screen sharing, waiting room, and one-click note & claim generation.

Messages

Team chat and patient inbox with SMS/email in one unified view.

Referrals

AI-matched referral routing to the right specialist, with SLA tracking end to end.

Fax Intake

Inbound faxes are OCR'd and AI-read — matched to a patient and turned into a referral automatically.

Claims & RCM

Submit 837 claims to payers via Claim.MD, track status, and reconcile ERAs.

Prior Authorizations

AI drafts the justification from the encounter, reconciles codes with billing, and tracks the decision.

Eligibility Verification

Real-time 270/271 insurance eligibility against the full Claim.MD payer directory.

AI Diagnosis

AI-assisted differential diagnosis and clinical decision support.

Billing

Invoice generation, AI CPT/ICD-10 coding, payment tracking, and insurance claims.

Data Import

Migrate data from other systems via CSV, HL7, or FHIR.

Knowledge Brain

Document upload, OCR indexing, and semantic search.

AI Wallet

Track AI usage, token consumption, and cost management.

H3Xi Chat

AI assistant for voice commands and clinical automation.

Analytics

Practice performance, patient volume, and revenue dashboards.

Settings

Organization configuration, integrations, and preferences.

AI Assistant (H3Xi)

H3Xi is your AI-powered assistant that can execute complex clinical and administrative tasks using natural language. It's available via voice or text in the bottom-right corner of every screen.

What Can H3Xi Do?

"Schedule John Doe for a checkup tomorrow at 2 PM"
"Show me diabetic patients due for follow-up"
"Create a prescription for 500mg Amoxicillin"
"Generate a SOAP note for this encounter"
"What were the lab results from last visit?"
"Send a reminder to pending appointment patients"
"Create an invoice for today's visit"
"Find our protocol for suspected PE"

Using Voice Commands

1

Activate Voice Mode

Click the microphone icon in the H3Xi chat panel, or press Ctrl + Shift + V.
2

Speak Your Command

Speak naturally. H3Xi understands medical terminology and context.
3

Review & Confirm

For actions that modify data, H3Xi will show a preview and ask for confirmation before executing.

Pro Tip: You can adjust H3Xi's confirmation requirements in Settings → AI Preferences. Set it to "Always Confirm" for training new staff.

Transcription

The Transcription workspace captures patient-provider conversations in real-time and turns them into a structured SOAP note, a bill, and prior auth — all editable on one page, with no page hops.

Starting a Transcription Session

1

Open Transcriptions

Click "AI Scribe" from the dashboard, or go to Transcriptions directly, and select a patient.
2

Start Recording

Click the microphone and grant permission if prompted. A live preview of the words appears as you speak.
3

Fill in Clinical Notes as You Go

Open the Clinical Notes overlay from the tab on the right edge of the screen to fill in structured fields (mental status exam, risk, symptoms, etc.) while the visit is happening — organized into tabs so nothing gets buried.
4

Stop & Generate

Click "Stop" when the visit is done. H3X transcribes, generates the SOAP note, and — if enabled — drafts the bill and checks prior authorization automatically.

Recording Follows You

Need to check something in another module mid-visit? Recording doesn't stop when you navigate away — a small floating widget appears at the bottom of the screen showing the patient and elapsed time, with pause/resume/stop controls right there. Click it to jump back to the full transcription screen at any time.

Key Features

  • Speaker Diarization: Automatically distinguishes between doctor and patient voices
  • Medical Terminology: Accurately transcribes medical terms, drug names, and diagnoses
  • Entity Extraction: Identifies symptoms, medications, vitals, and diagnoses in the transcript
  • Scanned Documents, Too: Uploaded faxes and scanned notes are read via OCR, not just typed text
  • Live Session Parity: Recorded a video visit instead? Open it from Live Sessions and click "Generate note & claim" to run the exact same pipeline

From Note to Claim, All Inline

Once the SOAP note is generated, the same page lets you review and edit the bill's CPT/ICD-10 codes, the prior authorization, the patient's insurance and provider details, and submit the claim — with a live readiness checklist so you always know what's missing before you submit.

Pro Tip: Structured note forms are specialty-aware — a psychiatry-configured clinic gets a full psychiatric intake by default (mental status exam, risk, substance use, and more), organized into tabs instead of one long form.

Patient Management

The Patients module is where you manage all patient records, demographics, and medical history.

Creating a Patient

1

Navigate to Patients

Click "Patients" in the sidebar or say "Open Patients" to H3Xi.
2

Click 'Add Patient'

Fill in the patient information form:
  • Demographics (name, DOB, gender, contact info)
  • Insurance information
  • Emergency contacts
  • Medical history (allergies, conditions, medications)
3

Save & Continue

The patient is now in your system. You can schedule appointments, create notes, and more.

Patient Profile Tabs

  • Overview: Summary of patient information and recent activity
  • Encounters: History of all visits and clinical interactions
  • Notes: Clinical documentation and SOAP notes
  • Prescriptions: Current and past medications
  • Labs: Lab orders and results
  • Documents: Uploaded files, forms, and attachments
  • Billing: Invoices and payment history

Appointments & Scheduling

Schedule and manage patient appointments with our intelligent scheduling system.

Creating an Appointment

1

Open the Calendar

Navigate to Appointments or click on a date in the calendar view.
2

Select Time & Provider

Choose an available slot. H3X shows conflicts automatically.
3

Add Patient & Details

Search for an existing patient or create a new one. Add the reason for visit.
4

Confirm Booking

Save the appointment. The patient will receive a confirmation email/SMS.

Appointment Types

  • In-Person Visit (30 min, 60 min, etc.)
  • Telehealth Consultation
  • Follow-up
  • Procedure
  • Custom types (configurable in Settings)

Encounters

Encounters track each patient visit or clinical interaction. They tie together appointments, notes, prescriptions, and billing.

Starting an Encounter

1

Check In Patient

When a patient arrives, click "Check In" from the appointment or patient profile.
2

Begin Encounter

Click "Start Encounter" to open the encounter workspace. This activates:
  • Patient chart sidebar
  • Note creation panel
  • Transcription options
  • Quick actions (prescribe, order labs, etc.)
3

Document the Visit

Take notes, record vitals, document findings. Use voice transcription for hands-free documentation.
4

Close Encounter

Review all documentation, sign the note, and close the encounter. This triggers billing if configured.

Encounter Status

  • Scheduled: Appointment booked, patient not yet arrived
  • Checked In: Patient has arrived
  • In Progress: Provider is with the patient
  • Pending Signature: Documentation complete, awaiting provider sign-off
  • Closed: Encounter complete and signed

Clinical Notes & SOAP

Document patient encounters with our rich text editor and AI assistance.

Note Types

  • SOAP Notes: Subjective, Objective, Assessment, Plan
  • Progress Notes: Ongoing patient updates
  • H&P: History and Physical examination
  • Procedure Notes: Documentation for procedures performed
  • Discharge Summary: Patient discharge documentation
  • Consultation Notes: Specialist referral documentation

Using Templates

1

Create Template

Go to Library → Note Templates → "New Template"
2

Design Your Template

Use our template editor with placeholders for patient data, date, provider info, etc.
3

Use in Notes

When creating a note, select your template from the dropdown to pre-populate the structure.

Pro Tip: Say "Generate SOAP note" to H3Xi after a transcription session and it will create a structured note automatically.

Prior Authorizations

H3X watches every SOAP note as it's generated and automatically checks whether the visit needs prior authorization — no separate step, no clinician having to remember to check.

How It Works

1

Automatic Detection

Right after a note is saved, AI reviews the chief complaint, assessment, and plan for procedures that typically require authorization (imaging, surgery, certain medications), cross-checked against any payer rules you've configured.
2

AI Drafts the Packet

If authorization is needed, AI writes a full clinical justification — with per-code rationale — and suggests the CPT/ICD-10 codes and an approval-likelihood estimate. It appears as a draft on the encounter for you to review.
3

Codes Stay in Sync with Billing

If a bill already exists for the same visit, its codes are treated as the source of truth — prior auth and billing are automatically reconciled so they never authorize one procedure and bill for another.
4

Strengthen & Submit

If a reviewer comes back with recommendations, click "Strengthen justification" — AI rewrites the justification into coherent clinical prose that addresses each point, instead of pasting the feedback verbatim. Then submit and track the decision right on the encounter.

Pro Tip: Prior auth generation runs in the background after you save a note — you can keep working, and it'll be waiting on the encounter a moment later.

Referrals & Fax Intake

Route patients to the right specialist automatically, and turn inbound referral faxes into tracked referrals without anyone re-typing them.

Referral Intelligence

1

Create a Referral

From a patient's chart, specify the target specialty and clinical reason. H3X scores your in-network doctors by specialty match and current caseload, and auto-assigns the best fit.
2

Track the Pipeline

Every referral moves through a clear pipeline — Pending Match → Matched → Assigned → Accepted → Scheduled → Completed — with SLA deadlines by priority (Routine, Urgent, STAT) so nothing sits unactioned.
3

Automatic Re-matching

If the assigned doctor declines, H3X automatically finds the next best match and reassigns — no manual follow-up needed.

Fax-to-Referral Automation

  • OCR + AI reading: Every inbound fax is read automatically — including scanned, image-only pages.
  • Patient matching: AI matches the fax to an existing patient by name and date of birth.
  • Auto-created referrals: When the match is confident, a referral is created for you automatically.
  • Fax Inbox for the rest: Anything less certain — an unclear match, a document that might not even be a referral — is queued in the Fax Inbox on the Referrals page for a quick review, never silently guessed.

Pro Tip: H3X never auto-creates a referral without a confident patient match — patient safety comes before automation.

Prescriptions

Create, manage, and track prescriptions electronically. H3X supports e-prescribing for seamless pharmacy integration.

Creating a Prescription

1

Open Patient or Encounter

Navigate to the patient's profile or an active encounter.
2

Click 'New Prescription'

Access the prescription form from the quick actions or Prescriptions tab.
3

Select Medication

Search our drug database by name, generic, or brand. The system shows:
  • Drug interactions with current medications
  • Allergy warnings
  • Dosage recommendations
  • Generic alternatives
4

Configure Details

Set the prescription parameters:
  • Dosage (e.g., 500mg)
  • Frequency (e.g., twice daily)
  • Duration (e.g., 10 days)
  • Quantity and refills
  • Special instructions
5

Select Pharmacy & Send

Choose the patient's preferred pharmacy or search for one. Submit the e-prescription. The pharmacy receives it instantly.

Managing Prescriptions

  • Active Medications: View all current prescriptions
  • Refill Requests: Process pharmacy refill requests
  • Prescription History: Complete medication history
  • Discontinue: Stop a medication with documentation

Pro Tip: Say "Prescribe Amoxicillin 500mg three times daily for 7 days" to H3Xi for voice-activated prescribing.

Labs & Results

Order laboratory tests, track pending orders, and review results—all in one place.

Ordering Labs

1

Open Patient Labs Tab

Navigate to the patient profile → Labs tab, or use the encounter workspace.
2

Click 'New Order'

Search for the tests you need (CBC, CMP, Lipid Panel, etc.) or use order sets.
3

Configure Order

Add clinical indication, urgency level, and any special instructions.
4

Submit Order

Send electronically to the lab or print requisition forms.

Reviewing Results

  • Results appear in the patient's Labs tab when received
  • Abnormal values are highlighted automatically
  • Compare results across time with trending charts
  • Add provider comments and acknowledgment
  • Share results with patients via portal

Pro Tip: Set up notifications to alert you when critical lab values come in.

Medical Imaging (PACS)

A full picture archiving and communication system — worklist, viewer, and AI triage — with two ways to get images in, depending on what your clinic's scanners support.

Option 1 — Pair a Scanner Directly

1

Register the Device

Go to PACS → Devices → Register Device and give it a name, modality, and an AE Title — a short ID that identifies this specific scanner.
2

Pair It

Click "Pair Scanner" on the device card for the exact host, port, and AE Title to enter on the scanner's own network settings — a one-time setup done once per machine.
3

It Just Works

From then on, every study the scanner sends shows up in the PACS Worklist automatically within moments — no upload, no USB drive.

Option 2 — Manual Upload

No DICOM-capable scanner, or just need to get one file in? Go to PACS → Upload, search for the patient, and drag and drop the image files. AI triage runs automatically the moment the study lands.

Once a Study Arrives

  • AI Triage: Every new study gets an urgency score and potential-finding summary automatically
  • DICOM Viewer: Zoom, pan, window/level, and scroll through series right in the browser
  • AI-Drafted Reports: A findings/impression draft is ready for the radiologist to review and sign
  • Unmatched Studies: If a study arrives without a confident patient match, it's flagged "Anonymous" with a one-click "Link patient" action — never guessed

Pro Tip: Studies inherit their priority partly from the sending device's modality — a CT or MRI is triaged with more urgency by default than a plain X-ray.

Documents

Store and organize patient documents, forms, consent papers, imaging reports, and any file attachments.

Uploading Documents

1

Open Patient Documents Tab

Navigate to the patient profile → Documents tab.
2

Click 'Upload'

Drag and drop files or click to browse. Supported formats:
  • PDF, DOC, DOCX
  • JPG, PNG, TIFF (images)
  • DICOM (medical imaging)
3

Categorize & Tag

Select a document type (Lab Report, Insurance Card, Consent Form, etc.) and add tags for easy searching.
4

Save

The document is now attached to the patient record and fully searchable.

Document Features

  • Preview: View documents without downloading
  • OCR Search: Search text within scanned documents
  • Version History: Track document revisions
  • Sharing: Send to other providers or patients securely
  • E-Signature: Request patient signatures on consent forms

Library

The Library is your practice's repository for reusable templates, forms, clinical protocols, and reference materials.

What's in the Library?

  • Note Templates: Pre-built structures for SOAP notes, H&Ps, etc.
  • Form Templates: Patient intake forms, consent forms, questionnaires
  • Order Sets: Pre-defined lab and imaging order combinations
  • Clinical Protocols: Treatment guidelines and care pathways
  • Macros: Quick-insert text snippets (e.g., normal exam findings)

Creating Library Items

1

Navigate to Library

Click "Library" in the sidebar.
2

Select Item Type

Choose Note Template, Form Template, Order Set, etc.
3

Build Your Template

Use the visual editor to create your content. Add placeholders like {patient.name} for dynamic data.
4

Save & Share

Save to your personal library or share with your entire organization.

Pro Tip: Import templates from other providers by requesting a library export file.

Audit Tool

The Audit Tool provides complete visibility into all system activity. Essential for HIPAA compliance, security monitoring, and operational oversight.

What Gets Logged?

  • User Actions: Login, logout, page views, record access
  • Data Changes: Creates, updates, deletes with before/after values
  • Patient Access: Who viewed which patient records and when
  • AI Interactions: All H3Xi commands and responses
  • System Events: Errors, security alerts, configuration changes
  • Exports & Downloads: Any data exported from the system

Using the Audit Tool

1

Access Audit Logs

Navigate to Settings → Audit Tool. (Requires Admin or Owner role)
2

Filter Logs

Use filters to narrow down:
  • Date range
  • User
  • Action type (view, create, update, delete)
  • Entity type (patient, note, prescription, etc.)
  • Specific patient
3

Review Details

Click any log entry to see full details including IP address, device info, and complete action payload.
4

Export for Compliance

Generate compliance reports or export logs for external audits.

Audit Dashboard

  • Activity Timeline: Visual timeline of all system activity
  • Access Patterns: Charts showing who accessed what and when
  • Anomaly Detection: Alerts for unusual access patterns
  • Compliance Reports: Pre-built reports for HIPAA audits

Pro Tip: Set up automated alerts for sensitive actions like bulk data exports or after-hours access.

Telehealth

Conduct secure video consultations directly within H3X—no third-party apps needed.

1

Schedule a Telehealth Visit

Create an appointment and select "Telehealth" as the appointment type.
2

Patient Receives Link

The patient gets an email/SMS with a unique link to join the video session.
3

Start the Session

At the appointment time, click "Start Session" from the appointment details.
4

During the Visit

Features available:
  • HD video and audio
  • Screen sharing
  • Chat messaging
  • AI transcription (with consent)
  • Access to patient chart
5

Turn It Into a Note & Claim

From Live Sessions, find the past session and click "Generate note & claim" — it opens the transcription workspace pre-loaded with that session's recording, so you get the exact same SOAP → bill → prior auth → claim flow as an in-person visit.

Billing & Payments

Generate invoices, track payments, and manage your practice's revenue.

Creating an Invoice

1

Open Billing

Navigate to Billing in the sidebar.
2

Create Invoice

Select the patient, add line items (procedures, services), apply insurance if applicable.
3

Send Invoice

Email the invoice to the patient or print for in-office payment.

Payment Tracking

Track payment status (pending, paid, overdue), set up payment reminders, and view financial reports.

Data Import

Migrate data from your existing EHR or practice management system into H3X.

Supported Formats

  • CSV: Standard spreadsheet format for patients, appointments, etc.
  • HL7: Healthcare industry standard messaging format
  • FHIR: Modern healthcare interoperability standard
  • CCD/CCDA: Consolidated Clinical Document Architecture

Import Process

1

Navigate to Data Import

Go to Settings → Data Import.
2

Upload Your File

Select the import type and upload your data file.
3

Map Fields

Match columns from your file to H3X fields. Our AI suggests mappings automatically.
4

Preview & Validate

Review a sample of records before importing. Fix any validation errors.
5

Execute Import

Start the import. You'll receive a notification when complete with a summary report.

Pro Tip: Start with a small test import (50-100 records) to verify mappings before importing your full dataset.

Knowledge Brain

Build your clinic's institutional memory by uploading documents, guidelines, and protocols that H3Xi can reference.

1

Upload Documents

Go to Knowledge Brain → Upload. Drag and drop PDFs, Word docs, or images.
2

Automatic Indexing

H3X uses OCR and AI to index the content, making it searchable.
3

Search & Retrieve

Use natural language searches like "What's our protocol for chest pain?" and H3Xi will find relevant documents.

Pro Tip: Upload your clinical guidelines, formulary, and insurance policies so H3Xi can reference them when answering questions.

AI Wallet

The AI Wallet tracks your AI usage and costs, giving you complete visibility into how your team uses H3Xi features.

What's Tracked?

  • Token Usage: Input and output tokens consumed per interaction
  • Feature Breakdown: Usage by feature (transcription, SOAP generation, chat, etc.)
  • User-Level Tracking: Which team members use the most AI resources
  • Cost Estimation: Estimated costs based on your plan

Managing AI Costs

1

View Dashboard

Navigate to Settings → AI Wallet to see your usage dashboard.
2

Set Budgets

Configure monthly budgets and get alerts when approaching limits.
3

Optimize Usage

Review recommendations for reducing costs while maintaining productivity.

Pro Tip: Enable "Efficiency Mode" to use lighter AI models for routine tasks, reserving advanced models for complex cases.

Analytics & Reports

Monitor your practice performance with real-time dashboards and reports.

Available Reports

  • Patient Volume: Visits over time, new vs. returning patients
  • Revenue: Collections, outstanding balances, payment trends
  • Provider Productivity: Patients seen per provider, documentation time
  • Appointment Metrics: No-show rates, cancellations, utilization
  • AI Usage: Token consumption by feature, cost breakdown

Notifications

Stay on top of important tasks and communications.

Notification Types

  • Appointment reminders (for staff and patients)
  • Task assignments
  • Lab results received
  • Prescription refill requests
  • Team messages
  • System alerts

Configure your notification preferences in Settings → Notifications. Choose email, in-app, or both.

Getting Help

We're here to support you every step of the way.

📧 Email Support

For non-urgent inquiries

support@h3x.ai

💬 Live Chat

Available in-app during business hours

Mon-Fri 9am-6pm CT

📚 Documentation

Detailed guides and FAQs

docs.h3x.ai

🎯 Onboarding Call

Schedule a personalized session

Book a Call

Ready to Get Started?

Create your organization and experience the future of healthcare technology.