Kroll Fax Prescription Automation: A Workflow Guide

This guide walks through how a fax prescription moves from inbound delivery to a completed Kroll write — and what happens at every stage.

Overview

The full pipeline has seven stages:

1. Fax intake — the raw document arrives
2. AI parsing — the document is read, normalized, and structured
3. Kroll context read — patient, catalog, and history are pulled
4. Write queue — the write is staged and executed
5. Exception routing — failures or low-confidence results go to a human queue
6. Webhook completion — downstream systems are notified
7. Dashboard review — staff confirm results and resolve exceptions

Each stage is described below.

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Stage 1: Fax intake

Inbound faxes arrive at AutoRx via your connected fax-to-cloud provider. AutoRx accepts raw fax images (TIFF, PDF), multi-page documents, and batch transmissions.

At this stage:

• Each document is assigned a unique intake ID
• Multi-page faxes are split into individual prescription units where possible
• Duplicate detection prevents the same fax from being processed twice

Your fax line does not change. You point the delivery address to AutoRx’s intake endpoint — your fax-to-cloud provider sends a copy of every inbound image.

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Stage 2: AI parsing

The AI agent reads the document image using a multi-layer approach:

1. Optical extraction — text and layout are read from the image
2. Field identification — patient name, date of birth, prescriber, drug, strength, sig, quantity, and refills are identified based on their position and context, not just string matching
3. Normalization — shorthand sig codes (1 tab tid po → “Take 1 tablet three times daily by mouth”), drug name variants, and non-standard formats are resolved

The parser handles:

• Handwritten prescriptions (with a confidence signal on each field)
• Pre-printed forms with variable completion quality
• Multi-drug faxes (more than one Rx per page)
• French-language faxes

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Stage 3: Kroll context read

Before any write happens, the agent reads your Kroll environment:

• Patient profile — matched by name, date of birth, and provincial health number where available
• Drug history — recent fills relevant to the prescribed drug (flags duplicate therapy)
• Drug catalog — your store’s formulary, so the selected DIN matches a product you carry
• Mix catalog — for compounding pharmacies, ingredient and vehicle options for no-DIN scenarios

This context read is what separates native integration from OCR paste. An OCR-only tool produces a text output and stops. AutoRx checks the result against your actual Kroll data before writing anything.

If the patient is not found in Kroll, the prescription routes to exception immediately — the agent does not create a new patient profile without your team’s confirmation.

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Stage 4: Write queue

Confirmed prescriptions enter the async write queue. The agent:

1. Selects the correct DIN and package size from your formulary
2. Maps the sig line to Kroll’s sig format
3. Sets quantity and refill count
4. Queues the write to Kroll

Writes are executed asynchronously with retry logic for transient errors (network timeouts, Kroll locks). Most writes complete within 15–30 seconds.

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Stage 5: Exception routing

A prescription goes to the exception queue when:

Condition	Reason
Patient not found in Kroll	Cannot write without confirmed patient record
DIN not in catalog or DPD	Cannot select a product with confidence
Sig line unresolvable	Instruction is ambiguous or uses unknown notation
Confidence below threshold	Any field is below the confidence threshold your pharmacy set
Prescriber not recognized	Not found in your Kroll prescriber list

Each exception shows the original document, the parsed values, and the specific reason it was flagged. Your staff resolve most exceptions in under 60 seconds.

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Stage 6: Webhook completion

When a write completes — successfully or with a final failure — AutoRx sends a completion event to your configured webhook endpoint. The payload includes:

• Intake ID
• Patient identifier
• Kroll write status (success | failed)
• Failure reason if applicable
• Timestamp

Your ops tooling, reconciliation system, or pharmacy management software receives this event in real time. See /developers for the full payload schema.

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Stage 7: Dashboard review

The AutoRx dashboard shows every prescription in the pipeline — pending, written, and excepted. Filter by:

• Date range
• Site (multi-location pharmacies)
• Status (success, exception, in-progress)
• Source (fax channel, digital, API)

Staff use the dashboard to:

• Confirm successful writes
• Resolve exception prescriptions
• Review the audit trail for any Rx

Nothing goes into Kroll without a record of how it got there.

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Questions about connecting your fax provider or configuring exception rules? Contact us — setup typically takes one business day.