Correspondence Management
Scanned paper mail from hospitals, specialists, and insurers, automatically classified, prioritised, and routed to the right doctor.
Paper Mail Shouldn't Slow Down Your Practice
GP clinics receive dozens of paper letters daily: specialist reports, hospital discharge summaries, insurance correspondence, lab results. Admin staff manually scan each document, read it to determine urgency, figure out which doctor it's for, then email or hand-deliver it.
Time-consuming
Minutes per document spent reading, classifying, and routing. Multiply that by 30-50 letters a day.
Error-prone
Letters go to the wrong doctor. Urgent items get buried under routine correspondence. Critical reports are missed.
Invisible to doctors
Doctors have no idea what correspondence is waiting for them until admin manually tells them.
How It Works
From paper document to doctor's inbox in five steps, most of them automatic.
- 01
Upload
Admin scans the paper document and uploads the PDF to maeda. Documents are stored securely with encryption at rest.
- 02
AI Analysis
The system automatically extracts text from the document using OCR for scanned images. AI reads the full content and begins classification.
- 03
Classification
AI determines the document type (Letter, Referral, Report, Lab Result), urgency level (Routine, Urgent, Critical), and which doctor it is addressed to.
- 04
Admin Review
Admin sees the AI classification and suggested doctor assignment. They can accept the suggestions or override them. One click to assign.
- 05
Doctor Inbox
The assigned doctor sees correspondence in their inbox with urgency badges. They can preview the document, read the metadata, and action it.
AI That Reads Like Your Best Admin
maeda's AI analyses every uploaded document, extracting text, identifying type and urgency, and matching the addressee to the right doctor in your practice. It handles misspellings, abbreviations, and handwritten notes.
- Extracts text from any PDF, typed or handwritten (OCR-powered)
- Identifies document type automatically (Letter, Referral, Report, Lab Result)
- Assesses urgency. Critical items are flagged immediately
- Matches doctor names using fuzzy matching (handles misspellings, abbreviations)
- Confidence scores tell you how sure the AI is about each classification
- Admin always has final say. AI suggests, humans confirm
- Urgency badges make critical items stand out at a glance
- PDF preview lets doctors read documents without leaving the platform
- Status tracking (Assigned, Viewed, Archived) gives admin full visibility
- No more chasing doctors to check if they have read a letter
- No more urgent specialist reports sitting in an email inbox unnoticed
Every Letter. In One Place. Prioritised.
Doctors see all assigned correspondence in a clean inbox view. Urgency badges make critical items stand out. PDF preview lets them read documents without leaving the platform. Status tracking gives admin visibility into what has been actioned.
No One Else Does This
maeda is the only clinical documentation platform that includes intelligent correspondence management. Competitors focus only on consultation notes. We cover the entire practice workflow, including the paper mail that still drives Australian healthcare.
30-50
paper letters received per GP clinic per day
0
competitors offering intelligent mail classification
< 30s
from upload to classified and assigned
Stop manually sorting paper mail.
Let AI classify, prioritise, and route correspondence to the right doctor, so your admin team can focus on patients, not paperwork.