Separate packets, not pages. A patient packet is the unit the front desk cares about, so put the separator in front of each packet rather than each form. A blank sheet is the quickest separator, with one catch: a copier set to two-sided scanning turns the empty reverse of every one-sided form into a break as well, so switch that setting off or use barcode sheets. The free printable separator sheets on the product page carry Code 128 and QR values that start with SR-; set the separator prefix to SR- in Settings so only those sheets count as breaks. Print them at actual size and run a short test stack before a real batch.
Choose a printed line for the zone. ScanRoute reads one zone on the first content page of each document with the Windows OCR language installed on the PC. The zone is a fixed rectangle, so it needs a line printed in the same spot on every first page. If the packet starts with a form your practice prints itself, that form is the place for a printed form code and date, or for a label your own system prints. Anything written in by pen varies from patient to patient, and OCR can misread, so those reads are more likely to fail their checks and wait in the inbox.
Let the checks do their job. A pattern pulls fields from the zone text and checks each one: a field set to digits must contain only digits, and a date must read as a date. When a check fails, the document is not guessed at. It waits in the inbox with the zone crop beside the field editors, and staff type the value, fix the name, accept it, or skip it. Preview lists every proposed name and folder before anything is written, and only documents marked ready are committed.
Without an OCR language. If the PC has no Windows OCR language, splitting still works and a banner links to the Windows language settings. Every document waits in the inbox for typed fields until a language is installed. That is slower, but the split and the template still save the cutting and the folder work.
What stays on this PC. ScanRoute Local makes no network connection, has no account, and collects no telemetry. It reads the original scan, never changes, moves, or deletes it, and writes new PDFs only into the destination folder you choose. Pick that folder with care: if a sync app such as OneDrive manages it, that app may copy the files elsewhere under its own settings. Each commit writes a CSV manifest in the destination listing every file written with its SHA-256 hash. These are statements about what the app does; how your practice handles patient records is set by your own policies, not by the software.