How Uploaded Notes & Lab Files Are Processed and Deleted

When you import consultation notes, transcripts, or lab documents, PraxPilot processes the information to extract clinically useful signals for your case.

How the Process Works

1. Upload a file or paste notes
   You can upload a document (such as a PDF or image of lab results) or paste consultation notes directly into the case intake.

2. Clinical signal extraction
   PraxPilot analyzes the content to identify relevant clinical signals such as symptoms, lab markers, practitioner notes, and other contextual information.

3. Structured data is saved to the case
   The extracted information is converted into structured case intake data and saved to the case record.

4. File reference is not retained in the case
   After extraction, PraxPilot does not retain a file reference within the case record itself.

The structured data derived from the document — such as lab values or clinical notes — is what remains attached to the case and is used for protocol generation.

Important Note About File Storage

While PraxPilot does not store or retain a file reference in the case record after extraction, the original uploaded file may remain in the underlying platform storage infrastructure outside of PraxPilot’s direct control unless removed by the platform provider.

Data Privacy Recommendation

When importing consultation notes or lab documents, we recommend avoiding the inclusion of directly identifiable patient information whenever possible.

Examples of identifiable information include:

• Full patient names

• Home addresses

• Phone numbers

• Email addresses

• Insurance identifiers

• Social security numbers

Instead, consider using:

• Patient initials

• Case identifiers

• Internal patient reference numbers

PraxPilot is designed to work effectively using clinical signals such as symptoms, lab markers, and practitioner observations. Identifiable patient information is not required for the system to generate clinically useful protocols.

Using de-identified information helps reduce unnecessary exposure of sensitive data while still allowing the platform to function effectively.

Best Practices

• Review extracted data before generating a protocol.
  Always confirm that the extracted values and notes accurately reflect the case.

• Use de-identified documents whenever possible.
  Remove or redact identifying information before uploading files.

• Upload only relevant clinical material.
  The extraction process focuses on clinically meaningful signals, but reviewing the data ensures the most accurate results.