App No. 03 · For the front office
Fax Sorter reads every incoming fax, works out what it is and who it's for, names it consistently, and files it in the right inbox: a doctor, Patient Care, Optical, the Business Office. What it can't place waits for a person. All of it runs on your own PC.
NewGmail, Microsoft 365, any practice, ten themes
How it works
Fax Sorter does the reading and filing a person would do, in the same order, and hands you the cases that need judgement.
Your fax service drops PDFs in a folder, or emails them to a mailbox Fax Sorter can read: Gmail, Microsoft 365, classic Outlook or any IMAP account. It checks on a timer, or when you press Run Sort.
Text PDFs are read as they are. Scans go through OCR on your PC, so a fax that arrives as a picture is handled the same way.
First by the sending fax number, then by keywords on the page, and only then by a small AI model on the same PC. Clinical notes go to the doctor they're addressed to.
The fax is renamed, filed in the right inbox and logged. If it can't place one, it goes to Needs Review for a person to handle.
New 1 page fax from 5555550128.pdf
Patient Care / Pharmacy_BELLAMY_DENNIS_10-07-2026_MainStPharmacy.pdf
Category, patient, date and sender, in that order. The pattern is a setting, so you can change it. The patient and sender here are made up.
What's new
Fax Sorter now reads faxes from an email account, starts with the setup for your kind of practice, wears your colors, and comes with a free trial.
Any inbox
If your fax service emails each fax as a PDF, Fax Sorter can read it straight from the mailbox. That covers offices on Gmail, Microsoft 365 or the new Outlook, as well as a folder or classic Outlook.
Faxes can arrive from
Sending number read from
Any practice
Fax Sorter no longer assumes an eye office. Choose your kind of practice when you install, and the categories, keywords and inboxes arrive ready. Your practice's name shows in the header.
Your colors
Pick one of ten color themes in Settings, for the desktop app and the web page alike. A theme changes the header, buttons, selected rows and page background.
Try it first
Fax Sorter starts a free 14-day trial the first time it runs, and a strip across the top shows how many days are left. You don't need a license key to begin.
Real screens from Fax Sorter's web interface, running on test installs with no real practice or patient data. Sample Eye Care and Sample Family Medicine are made up, and so is every name, fax and phone number shown.
Inside the app
The web interface opens in any browser on your office network. A desktop app on the sorting PC runs the sort and manages settings and users.
Every inbox
Each doctor has an inbox, and so do Patient Care, Optical, the Business Office and Reception. Counts show what's waiting, and one search box looks through all of them by patient, file name or sender.
Open and act
Pick a fax and its PDF opens beside the list. Rename the patient, move the fax somewhere else, mark it filed or print it. Tick several and move, file, print or summarize them all at once.
Needs Review
A fax with no known sender, no matching keywords and no named doctor isn't dropped into a best guess. It waits in Needs Review, with a preview, until someone decides where it goes.
Teach it once
Move a fax to the right place and Fax Sorter learns from it. In the desktop app, ticking the Remember box sends every later fax from that sender's number straight to the same inbox. With the optional AI on, your corrections are also shown to it as examples.
Real screens from Fax Sorter's web interface, running on a test install with no real practice or patient data. Every name, fax and phone number shown here is made up.
Also in the box
Eye care, primary care and general clinic each come with their own categories, keywords and inboxes. These are the ten for an eye office, and your known senders are yours to add.
For faxes the rules can't place, a small model run by Ollama on the same PC takes a look. Leave it off and everything else still works.
Staff sign in with their own web logins, as admins or users. One Windows PC does the sorting; everyone else just opens a browser.
Every fax is logged with the reason it went where it did. Exact duplicates are set aside in a folder, never deleted, and two sorting runs can't file the same fax twice.
Private by design
Faxes are patient information. Fax Sorter is built so that reading, sorting and filing them never sends them to a cloud service, to us, or anywhere outside your office.
Fax Sorter is a tool, not a compliance program. Securing the PC, deciding who can sign in and backing up the sorted files stay with your practice.
Download
The public download isn't open yet. This is what Fax Sorter will need and how setup will go.
Version 1.0.0 is built and tested on Windows. The download isn't open yet, so check back soon. Questions in the meantime? Write to support@dintechlabs.com.
Windows 10 or 11 (64-bit) · about 60 MB · setup wizard included
One file, about 60 MB. Copy it to the office PC that will do the sorting.
Windows may show a blue “Windows protected your PC” box, because the installer isn't code-signed yet. Choose More info, then Run anyway.
Your kind of practice and its name, how faxes arrive (an email account, Outlook or a folder), where to keep the sorted files and the admin login for the web interface. A license key is optional: leave it blank to start the trial.
Questions
If your service delivers faxes as PDFs, yes. They can land in a folder (a shared drive, a scanner, a fax server), arrive as attachments in an email account such as Gmail or Microsoft 365, or arrive in classic Outlook. When the file name or email subject carries the sender's number, like “New 4 page fax from 5551234567”, Fax Sorter uses it to recognize the senders you've told it about. It reads sendfax.io and eFax emails, and has patterns for RingCentral and Documo; if your service words its emails differently, send us a sample and we'll check.
No. The sender list and keywords do most of the work. The AI is an optional second opinion for faxes they can't place, and it powers the Summarize for Chart and AI Re-sort buttons. It runs on the same PC through Ollama and needs a one-time download of about 2 GB.
Your doctors, inboxes and known sending fax numbers are yours to manage on every plan. They live in plain CSV files you can open in Excel or Notepad, and changes take effect the next time Fax Sorter sorts. The categories, keywords and routing start from the setup for your kind of practice. On the Custom plan we build your own and install them for you. Users and settings are managed inside the app.
Yes: 14 days, starting the first time Fax Sorter runs, with a strip at the top of the app showing the days left. When it ends, or if a subscription lapses, Fax Sorter becomes read-only. Faxes already sorted can still be opened, printed, moved and searched, but no new ones are sorted until you enter a license key in Settings, then License.
HIPAA describes how a practice handles patient information, not a feature of one program, so we don't claim it. What we can tell you is where the data goes: faxes, logs and AI processing all stay on your PC and your network, and nothing about them is sent to us. The only things the app sends out are the update check and the license check described above, and neither carries a fax, a patient name or your practice's name. Securing that PC, deciding who can sign in and backing up the sorted files remain your practice's job.
The sorting itself runs on a Windows PC: Fax Sorter is a Windows program. Its web interface opens in any browser on your network, so Macs, iPads and Chromebooks can use it.
Run the newer setup over the old one. It replaces the program and keeps this PC's settings, web logins, routing lists, learned corrections and logs. Your sorted and incoming fax files are never touched. Fax Sorter tells you when a newer version is out: about once a day it fetches one small public file from our website and shows a strip with a link to this page. It never installs anything by itself, and you can turn the check off in Settings.
Use Windows Settings, then Apps, or the Start menu entry Uninstall Fax Sorter. You're asked whether to delete its settings too. Your sorted and incoming fax files stay where they are.
DIN Tech Labs: optometry staff building tools for optometry staff. Write to support@dintechlabs.com.
Tell us how your faxes arrive and what your fax service is. We'll tell you plainly whether Fax Sorter suits it.
Email us