How do I use the Document Sorter?
Watch our step-by-step video guide!
Log in to Lyrebird and select the Document Sorter button from the navigation tab to access the Document Sorter Import Page.
Upload your patient document — PDF or Word format.
Once uploaded, Lyrebird will extract the key fields from the document and will assess whether this patient exists within your Best Practice database. Documents will appear in the import queue with their relevant details already detected.Word documents: Converted automatically during upload so they work through your normal document workflow just like PDFs. This applies to common Word file types, including newer and older formats.
If the patient name detected is incorrect, you can click "Select different patient" and search for the relevant file.
From the import queue, select the document. Select where you wish the document to be sent: Doctor's inbox or Patient's Profile. Then ensure all fields including Patient Details & User (Doctor) are correct before verifying the document. The User (Doctor) field is automatically suggested based on the doctor who most recently saw the patient.
Auto-suggested doctor: Lyrebird recommends the doctor who most recently saw the patient, helping improve assignment accuracy especially in practices with changing rosters. You can select a different doctor if needed.
Next, under the "Store In" section, select where you want this file to sit in Best Practice.
Click "Verify".
Once verified, click "Auto Import Documents" and on the pop up click "Send to Best Practice".
Steps within Best Practice:
Open your Inbox.
The documents imported will then be listed on the left hand side and sorted by patient. Clicking on this date will then open the document you imported.
Viewing Previously Sent Documents in History
To view previously sent documents, go to the "History" tab.
Clicking on a document shows all extracted fields and where it was stored in Best Practice.
Customising Panel Sizes
The Document Sorter interface displays three main panels: the queue (left), document viewer (centre), and details area (right). You can adjust the size of each panel to suit your workflow by dragging the dividers between them.
To resize a panel:
Position your cursor on the divider between two panels — the cursor will change to indicate you can resize.
Click and drag the divider left or right (or up and down) to adjust the panel size.
Release to confirm the new size.
Your panel size preferences are automatically saved between sessions, so your customised layout is preserved when you log back in.
How To Create Your Document Sorter Account
Email Forwarding
You can now forward documents directly into Document Sorter using a dedicated email address.
To Enable Click Enable on email Forwarding Once Enabled you will see the following: A dedicated email address will be pre-created for your organisation. Any documents sent to this address will be automatically uploaded to Document Sorter. Underneath you can enter the email addresses your documents will be sent from (Eg: [email protected]).
Please also ensure the domain is entered also. Please ensure that the listed email addresses or domains have SPF and DKIM configured, otherwise Lyrebird will drop these emails and not process the contents. Simply forward your emails to your organisation's dedicated email address (Listed under Your Email Address).
Lyrebird Health's document sorter will process your email body and any attachments, adding them to the import queue for review and validation upon login. The email body will be saved as a separate PDF, with the option to merge it with your attachments into a single document. From there, everything follows the standard upload workflow routing to the relevant doctor's inbox or patient file.
Document Sorter Desktop App Setup
Log in to your Admin account and navigate to Document Sorter within Settings. Under Enable Document Sorter, download links appear in the box pictured below.
Already using the desktop app? Upgrade to v1.3.0 first.
v1.3.0 makes auto-upload far more reliable and fixes duplicate uploads.
To upgrade:
Fully quit the current app — open Task Manager (Ctrl + Shift + Esc), find Lyrebird Health, right-click and choose End task. If more than one Lyrebird Health entry is listed, end each one. (Closing the window isn't enough — it keeps running in the background.)
Uninstall the old version (Settings → Apps → Lyrebird Health → Uninstall).
Install v1.3.0 from the link below:
https://downloads.lyrebirdhealth.com/latest/Lyrebird%20Health%20Setup%201.3.0.exeOpen it and log in as usual — your Watch Folder and settings are preserved.
Windows users: When installing please note that when the installation prompt appears, click More Info, then Run Anyway. Our team is currently working on a fix for this.
Once Installed in Downloads, open the application and login to Lyrebird
Select the Cog in the top right
Select your EMR, then choose a folder on your computer to act as your Watch Folder. Any files placed in this folder will be automatically picked up by Document Sorter and uploaded into the feature.
Under Settings (cog icon) you'll now see:
Watch folder — the folder Document Sorter monitors. Point your scanner or fax software here.
Network drive — turn this on only if the Watch Folder lives on another computer or a shared server.
After upload — choose Archive to Folder (recommended — keeps a copy) or Delete File; you can also enable an optional daily subfolder.
Skip duplicate files (recommended on) — if the exact same document has already been uploaded, it won't be sent again. The extra copy is moved to a "
_duplicates" folder inside your archive, so nothing is lost.Move failed uploads aside (recommended on) — a file that can't be uploaded (for example, you're logged out, or it's an unsupported file type) is moved to a "
_failed" folder so the app doesn't keep retrying it. Anything that only failed because you were logged out uploads automatically once you log back in.Document Sorter only — shows just the Document Sorter for a simpler screen.
Then select Enable Auto Sync, then Save Settings
Once setup documents uploaded into the dedicated Watch folder will pull directly into doc sorter
If a scan doesn't appear in your inbox:
Check the "
_duplicates" folder inside your archive — it may have already been uploaded.Check the "
_failed" folder inside your archive — it may not have been able to upload (often an unsupported file type).
Using a shared network folder? Only one computer should have Auto Sync enabled against it. If more than one machine has Auto Sync on, each will upload every scan and you'll get duplicates.
*Please note: To use this feature, please make sure your Lyrebird account is integrated with Best Practice and set up as an organisation in Lyrebird. Please contact our Support team if you require any assistance with this process.
Tips for Best Results
Only assign a clinic name if multiple clinics share the same Bp HALO site. In all other cases, leave Clinic as None
Make sure Enable document sorter is toggled on, or members will not see the document inbox
Use the Find search box to locate members quickly in larger organisations
HALO site IDs are long unique identifiers (for example, cd01acaf-4657-432d-ac8b-ebbe1167c5b8). Confirm you are selecting the correct site before saving
If using a shared network folder for your Watch Folder, only enable Auto Sync on one computer to avoid duplicate uploads.
We're here to help if you have any questions. Reach out to our support team for a same-day response at [email protected] or click the blue chat widget on the right.