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.
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 in a classic Outlook folder. Fax Sorter 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.
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
Ten categories come ready to use, and the keyword and sender lists behind them are yours to extend.
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 needs a cloud service, an account with us, or anything leaving the 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.
Where to install, how faxes arrive (Outlook or a folder), where to keep the sorted files and the admin login for the web interface. The rest are checkboxes.
Questions
If your service delivers faxes as PDFs, yes. They can land in a folder (a shared drive, a scanner, a fax server) or arrive as attachments 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.
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.
Yes. Inboxes, doctors, categories, routing, known senders and keywords live in plain CSV files you can open in Excel or Notepad, and changes take effect the next time Fax Sorter sorts. Users and settings are managed inside the app.
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 is sent to us. 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.
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.
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