Can your OCR handle handwritten orders and notes?

Yes. We've built OCR automation specifically for healthcare — including handwritten physician orders, requisitions with mixed print and cursive, and faded fax copies. Our models are trained on real-world clinical documents, not clean test data. We typically achieve 94%+ accuracy on handwritten content, with confidence scoring so your team only reviews the uncertain cases.

What about faxed documents?

Faxes are one of the most common bottlenecks we solve. We intercept incoming faxes digitally, extract the relevant data (patient info, referring provider, order details), classify the document type, and route it to the right queue or system automatically. Your team stops manually reading and re-typing faxed referrals.

Is this HIPAA compliant?

Yes. BAA signed on every engagement. AES-256 encryption at rest and in transit, full audit trails on every document processed, role-based access controls, and automated PHI detection to prevent data leaks. Compliance is engineered in from day one — not bolted on after.

How accurate is the data extraction?

It depends on the document type. For typed/printed documents (insurance cards, standard forms), we achieve 98%+ accuracy. For handwritten content, 94%+. Every extraction includes a confidence score — high-confidence results go straight through, low-confidence items get flagged for human review. The automation gets more accurate over time as it learns from your specific document patterns.

Do we need new scanners or hardware?

No. We work with whatever you already have — existing scanners, fax servers, mobile phones, email inboxes. If your team can get a document into digital form (scan, photo, fax, email), we can process it. No hardware purchases required.

Document Processing

Stop re-keying documents.Automate the data capture.

Your staff is skilled, experienced, and reliable. But even the best teams shouldn't spend hours re-typing insurance cards, deciphering handwritten orders, and routing faxed referrals by hand. We find the document bottlenecks in your workflow and automate them — so your team focuses on patient care, not data entry.

94%

OCR accuracy on handwriting

Physician orders & requisitions

43%

faster processing

Reference lab order workflow

90%

less manual data entry

Insurance card capture

Book Free Assessment See common bottlenecks

We study your document flow

We sit with your team and trace every document — from arrival to filing. Where do things get re-typed? Where do they stall? Where do errors creep in? Every organization is different.

We automate the manual steps

Not the entire process — the specific steps where your team is doing work a machine should handle. OCR, extraction, classification, routing — custom-built for your documents and systems. Where a document needs OCR or handwriting recognition, we use HIPAA-compliant AI models. Where it just needs routing, we use rules. Right tool for each step.

Your team processes more, types less

Same people, same systems, dramatically fewer manual steps. Documents flow through your organization faster with fewer errors and less staff burnout.

💡

"My EHR already does some of this."

It probably does. We don't duplicate what works. We find the gaps — the manual steps your current systems don't cover — and automate those. Every organization's gaps are different. That's why we start with an assessment, not a demo.

Problems We've Solved

Common Document Processing bottlenecks we automate

Every operation is different. We work with you to identify the ones that cost you the most.

Manual Card Entry

Insurance cards typed into the system by hand

Today

Re-keying every card

Staff squints at member IDs and types data into the EHR. Transposed digits cause denials.

→

What we build

AI card capture

OCR extracts every field from a photo and populates your system automatically.

→

Your team

Zero re-keying

Fewer data entry errors. Claims go out with the right payer data the first time.

Fax Queue Backlog

Faxed referrals sitting in a queue waiting to be read

Today

Print, read, re-type

Someone prints faxes, reads them, and manually creates records. High-volume practices fall behind.

→

What we build

Automated fax processing

Incoming faxes intercepted digitally, classified, and parsed. Records created automatically.

→

Your team

Minutes, not hours

Referrals processed in minutes. Team handles exceptions and complex cases only.

Illegible Handwriting

Requisitions with handwriting nobody can read

Today

Playing detective

Staff deciphers handwriting, calls back for clarification, or guesses. Wrong orders get processed.

→

What we build

AI-powered OCR

94% accuracy on handwritten fields. Data validated against test menus and patient records.

→

Your team

Clear or flagged

Clear orders go straight through. Ambiguous ones come with the specific question identified.

Wrong Chart Filing

Documents filed in the wrong patient chart

Today

Misfiled documents

A lab result gets attached to the wrong patient. A compliance risk and patient safety issue.

→

What we build

AI patient matching

Multiple identifiers matched with fuzzy logic. Low-confidence matches routed for manual review.

→

Your team

Right chart, first time

Documents land correctly. Your team reviews only the edge cases, not every document.

Multi-System Re-Entry

Paper forms re-entered into multiple systems

Today

Triple data entry

Same info typed into EHR, billing, lab system, and portals. Each re-entry adds errors.

→

What we build

Single-capture sync

Form captured once. Data pushed to every system through existing integrations or custom connectors.

→

Your team

One capture, everywhere

No duplicate data entry. No reconciling mismatched records across systems.

→

Don't see yours?

Every operation has its own. We find the ones that cost you the most.

Step 1

You tell us

Where your team spends the most time on manual work.

→

Step 2

We map the workflow

And identify the automation opportunity with ROI.

→

Step 3

First workflow live

Working automation in your environment within 60 days.

Schedule a workflow exploration call

With an engineer — not a salesperson. No commitment.

Real Results

How a reference lab cut order processing time by 43%

A high-volume reference laboratory was processing thousands of physician orders daily — many handwritten, many faxed, many with incomplete or illegible information. Their operations team was excellent, but the sheer volume of manual data entry created a persistent bottleneck. Orders stalled waiting to be read, transcribed, and entered into the LIMS.

We built custom document processing automation tailored to their specific order forms and requisition types. Incoming orders — whether faxed, scanned, or photographed — were automatically classified, parsed, and validated against the lab's test menu and patient records. Only the exceptions needed human attention.

The operations team didn't change. What changed was how much manual work they had to do. With automated extraction and validation, the same team processed orders 43% faster, eliminated the data entry backlog, and dramatically reduced transcription errors. They went from re-typing every order to reviewing only the ones that needed their expertise.

Read the full case study

43%

faster order processing

94%

OCR accuracy

90%

less manual data entry

1000s

orders processed daily

How We Work

What a typical engagement looks like

No two engagements are the same — because no two document workflows are the same. But this is the general shape.

1–2 weeks

Assess

We sit with your team and trace every document from arrival to filing. Where are things being re-typed? Where do they stall? Where do errors happen? We tell you exactly what we'd automate and what ROI to expect.

Free workflow exploration + $1,999 deep roadmap

4–12 weeks

Build

We build the document processing automation — OCR, extraction, classification, routing — on top of your existing systems. We train and tune on your actual documents, not generic templates. Go live in phases so nothing breaks.

$25K–$75K depending on scope

Ongoing

Run

We monitor accuracy, retrain models as your document types evolve, and maintain every integration. When a new form shows up or a payer changes their format, we handle it. Your team focuses on patients, not PDFs.

$2K–$5K/month · 30-day cancel anytime

As needed

Expand

Most clients start with one document type — insurance cards or referral faxes. Once that's running smoothly, we tackle the next bottleneck. Same approach, same team, compounding efficiency.

Scoped per project

$50K Savings Guarantee

If we can't identify $50K in annual savings during the Roadmap phase, we refund the $1,999. You keep the analysis either way.

We Work With Your Stack

We don't replace your systems. We connect them.

We've built integrations with these systems — but if yours isn't listed, we'll figure it out. That's the job.

EpicCernerAthenahealtheClinicalWorksNextGenTesseract OCRGoogle VisionAzure AIRightFaxOpenText FaxeFaxOnBaseLaserficheSharePoint

Common Questions

Before you book

Let's find your document bottlenecks.

Schedule a workflow exploration call with an engineer — not a salesperson. We'll trace your document workflow, find the manual steps that cost you the most, and tell you exactly what we'd automate. Free, no obligation.

Book Free Assessment

Or call us: 1-877-326-1761