The clinic fixes it from a single-click link
When an order needs something only the ordering clinic can supply, VektorDx reaches out to the practice with one request per clinic location. The clinic opens a single-click secure link, uploads the document, and it is filed with the order before the claim is submitted. No account, no password.
How a request is answered
- The clinic gets one email a day per location. It carries no patient data: the lab's name, the clinic's account, how many orders need information, and one button.
- The link opens an upload page. It shows the minimum needed to find the order: accession number, patient initials, collection date and what's needed. The clinic uploads a file, takes a phone photo, or pastes text from the EMR.
- AI checks the upload on the spot. Is it the right patient, and does it contain what was asked? The clinic is told right away if something is still missing, such as "card back is missing".
- The document is filed with the order. If both checks pass, it goes into the lab system's document intake for that order. If either fails or is unsure, a lab reviewer decides.
- The order is checked again. A signature request closes once the document is attached. A diagnosis or insurance request closes once staff have also updated the order.
Reminders go out on day 2 and day 5. Each request is tracked from sent to answered, and clinic response times appear in the clinic summary. Answering by email reply or by fax comes after the MVP.
The visit note that documents the reason for this test.
A photo of the patient's insurance card, front and back.
Worded to stay compliant
Missing signature
Asks for the signed visit note, or an attestation from its author, that documents the intent to order. Never "please sign this requisition": a signature added after the fact isn't acceptable to Medicare.
Diagnosis
Asks for the visit note that documents the reason for the test. It never suggests a diagnosis code. That stays the ordering provider's decision.
Insurance
Asks for a photo of the insurance card, front and back.
This is the lab's request for documentation it needs to bill. It is not a service to the clinic and offers clinics nothing else.
How the link is protected
Each link carries a long random token, stored only as a hash. It covers only that clinic's open requests and expires after 14 days or when resolved.
Opening the link changes nothing, so email scanners that open links first can't trigger anything. Only a button press submits.
The page is upload-only: past answers are never shown back. Files are limited to PDFs and images, size-capped, scanned for malware and encrypted.