Accelerate Referral Document Processing With Document Capture AI

Automate every step of document processing—from intake to EMR actions—including order creation and authorization updates, powered by GenAI.

THE PROBLEM WITH OCR & MANUAL DOCUMENT PROCESSING

Patient data belongs in your EMR—not lost in OCR & manual workflows

Healthcare providers are overwhelmed by the growing volume of documents—faxed orders, scanned authorizations, and handwritten forms.

While many rely on OCR tools to automate document processing or on staff to manually review and update their EMR systems, these workflows often fall short when managing high volumes of complex and unstructured data.

  • OCR struggles with multi-document faxes, handwritten forms, and non-standard layouts, leading to incomplete data extraction.
  • Manual data entry slows down patient intake, scheduling, and billing workflows.
  • Existing workflows fail to fully automate the process, leaving critical patient data disconnected from EMR systems.

Document Capture AI was purpose-built to close these gaps.

Powered by our document processing AI agent, it goes beyond OCR by automatically classifying, extracting, and validating data for completeness. Extracted patient data flows directly from intake into EMR systems in real-time and automating next-step actions, such as creating new orders or updating authorizations.

This seamless process significantly reduces manual workloads, eliminates errors, and accelerates critical workflows like prior authorizations and patient scheduling, ensuring faster, more efficient patient care.

POWERED BY GENERATIVE AI & ADVANCED AUTOMATION

Smarter, faster document processing developed specifically for healthcare

Document Capture AI is built on advanced Generative AI (GenAI), supervised machine learning, automation and secure APIs that work together to intelligently automate every step of healthcare document processing.

From document intake to accurate EMR/EHR/RIS/LIS data entry or SFTP folder uploads, our AI agent powers seamless workflows by classifying, extracting, validating, integrating and acting on patient data—without relying on outdated templates or OCR systems.

Here's what our AI agent does:

Intelligent document classification

  • Automatically reviews and classifies a wide range of incoming document types, including orders, authorizations, lab reports, handwritten notes, and more—without needing custom coding or templates to recognize what that document type is.
  • Uses continuous supervised machine learning models trained on manual reviews feedback loops and healthcare-specific data to improve accuracy and performance over time.

Context-aware data extraction

  • Precisely extracts critical patient data, such as CPT/ICD codes, patient demographics, order, eligibility, authorization and clinical details with precision.
  • Intuitively understands document context, identifying the right data to extract based on document type--it does not need to be told where to expect relevant information on that page.

Automated validation, error detection & queue management

  • Conducts real-time validation checks to ensure data accuracy and completeness.
  • Automatically routes documents with incomplete or ambiguous data to manual human review queues for expert resolution, preventing errors in EMR data entry.
  • Employs dynamic workforce queue management to intelligently assign documents to our patient access specialists for review, ensuring timely handling of exceptions.

Direct EMR integration

  • Once validated, documents are routed back into our automation pipeline for immediate data entry or file upload to any EMR/EHR/RIS/LIS system or SFTP folder.
  • Flexible integration options include APIs, HL7, SFTP folders, and robotic process automation (RPA) bots to fit any healthcare IT environment.
  • HIPAA-compliant security with enterprise-grade encryption protects sensitive patient data at every step.

Data is actioned upon in EMR

  • Real-time data delivery ensures patient information is securely and accurately entered into your patient record system.
  • Triggers next step actions, such as creating new patient records, generating new orders, or updating authorizations, keeping workflows moving without interruption, reducing follow-up manual record updates entries and accelerating care coordination.

Document Capture AI is delivered as a comprehensive solution, combining powerful GenAI-driven automation with Infinx’s expert services for exception handling and complete, accurate document processing.

For organizations that prefer to utilize their own staff, our platform is also available as a software-only solution, allowing internal teams to manage workflows and handle exceptions directly within the platform.

This flexible, scalable platform grows with your organization—streamlining document workflows, improving accuracy, and accelerating patient care.

INTELLIGENT QUEUE & WORKFORCE MANAGEMENT

Smart routing automation ensures patient data accuracy

Document Capture AI includes built-in queue and workforce management features to optimize document processing across teams and systems.

  • Automatically routes documents based on classification, confidence scores, and workflow rules.
  • Moves incomplete or low-confidence documents into manual extraction queues by human users.
  • Dynamically assigns manual work to users using First-In, First-Out (FIFO) rules and priority-based routing.
  • Automatically routes documents to the appropriate EMR data entry workflows.
  • Tracks document progress through escalation, audit, and completion queues for full visibility.
  • Configurable queues allow customized workflows for different document types and escalation paths.

This intelligent routing guarantees that every document is processed accurately, and every piece of patient data gets sent to your EMR.

SEAMLESS INTEGRATION WITH ANY EMR

Proven integration expertise

Document Capture AI doesn’t just process documents—it ensures that extracted patient data is automatically and accurately delivered into your EMR/EHR system through seamless, secure integration.

We know that integration can be a major concern. With over a decade of experience and hundreds of successful integrations across 20+ different EMR systems, our dedicated implementation team knows how to work efficiently by aligning with your unique workflows and IT systems—not disrupting them. This proven expertise sets us apart from other solutions that lack extensive real-world integration experience to ensure interoperability and adoption.

  • Transfers data directly into EHR/EMR/LIS/RIS via APIs, HL7, SFTP, FHIR, X12, EMR developer programs and RPA bots.
  • Updates patient records in real-time, eliminating manual entry delays.
  • Integrations can be customized to fit your unique proprietary EMR workflows by our implementation team.
  • Protects sensitive data with HIPAA-compliant security.
  • Go live in weeks, not months.

Bottom line, we make sure your patients’ data gets into your EMR.

24/7 HUMAN SUPPORT

Built-in managed services for exception handling

Our solution offers more than automated workflows. Our scalable, specialist services are built-in to our workflow to manage exceptions and complex data streams.

  • Patient access specialists review flagged or incomplete documents assigned to them in manual queues and input missing data to ensure accuracy.
  • Expert auditors handle errors and escalations without disrupting workflows.
  • Global workforce of 6,000+ onshore and offshore specialists ensures round-the-clock coverage.
  • Over 10 years of experience supporting enterprise healthcare organizations across specialties.

Our experts understand healthcare documents and processes, ensuring accurate, timely results.

If you would like your team to handle manual reviews, you can subscribe to Document Capture AI platform and we'll train your team on how to use it.

ANY DOCUMENT. EVERY DETAIL.

Automatically classifies and processes 13+ healthcare document types

Document Capture AI intelligently adapts to a wide range of healthcare documents—no training templates required. Our AI agent intuitively recognizes, classifies, and extracts the right data from structured, unstructured, and handwritten documents, ensuring that critical patient information is accurately delivered into your EMR.

Examples of documents AI agent can process

  • Cover Letters
  • Physician Orders
  • Insurance Authorizations
  • Driver’s Licenses
  • Insurance Cards
  • Insurance Eligibility Forms
  • Patient Medical Histories
  • Laboratory Reports
  • Pathology Reports
  • Medical Records Request Forms
  • Medical Legal Documents (Liens)
  • General Patient Forms
  • Discards Non-Essential Documents (e.g., marketing material, spam faxes)

Template-free document intelligence

  • Adapts to any document format without the need for manual templates, coding or predefined layouts.
  • Automatically separates and classifies multiple document types within a single fax or upload.
  • Filters out irrelevant documents to eliminate data clutter and reduce manual sorting.
  • Continuously improves accuracy by learning from new document types and user feedback.

Document Capture AI eliminates the need for time-consuming template creation, offering a smarter, faster, and more scalable way to process all incoming documents and instantly route the right data to your EMR.

ALL-IN-ONE SOLUTION

Comprehensive document automation that drives action

Unlike solutions that piece together multiple systems for document processing, Document Capture AI is a fully integrated, end-to-end platform. Every feature—from document intake to EMR data entry to next step actions, from AI action to manual expert review—is designed to work together seamlessly. This eliminates the need for third-party tools, disconnected systems, spreadsheet project managers and costly add-ons.

Why it matters

  • Automates every step, from intake to EMR entry to order creation, with intelligent handoffs between technology and human review leaving no workflow gaps.
  • Fully integrated system means faster deployment with no cobbled-together solutions or extra setup time.
  • Lower operational costs which reduce the need for more audit managers and third-party project management tools.
  • Scalable for growth by adapting to high-volume workflows without sacrificing accuracy or speed.

Contact center support for missing documentation

We don't just stop there. To further streamline document workflows, we offer a dedicated, scalable onshore and offshore healthcare contact center that proactively get missing clinical documents from your referring providers.

  • Our contact center teams reach out to referring providers to request missing clinical documents or incomplete patient information.
  • Once obtained, these documents are immediately uploaded and processed by our Document Capture AI platform and routed into your EMR.
  • From contacting providers to document processing to EMR data entry and action, we ensure every step is covered and monitored for accuracy.

This service ensures that no referral or order is delayed due to missing information, accelerating patient care and reducing administrative backlogs.

Case studies

How We Help Our Clients

Learn how we work with our clients to solve their document processing challenges.

Document Processing Scaled for a Large Imaging Network with High Daily Volumes

A large imaging network faced significant challenges managing over 65% of daily faxes containing high-priority orders. With a referral backlog of 10,000 cases per month, manual processes caused delays in workflows like patient scheduling and order creation. To address these issues, the imaging center implemented Document Capture AI to automate their document workflows from intake to EMR integration.

Our AI agent's classification and data extraction capabilities effectively managed both structured and handwritten forms, while dynamic queue management ensured that urgent documents were prioritized, and exceptions were seamlessly routed for manual review. Real-time data delivery into their RIS reduced delays and improved turnaround times for document processing. By leveraging this technology, the imaging center cleared its 10,000-referral backlog while keeping up with ongoing document inflow. Manual intervention was reduced by 85%, enabling staff to focus on higher-value tasks and driving faster patient care.

Referral Management Streamlined for a National Provider with Scalable Document Processing

A national healthcare provider struggled to manage incomplete patient records and high volumes of non-standardized forms, including faxes and handwritten authorizations. Delays caused by manual workflows and backlogs impacted critical processes like referral-to-scheduling and authorization updates. By deploying Document Capture AI, the provider automated document workflows from intake to EMR integration.

Our AI agent's classification and data extraction capabilities accurately processed both structured and handwritten forms, while dynamic queue management ensured flagged documents were routed for review.

To further support workflow efficiency, Infinx’s healthcare contact center proactively retrieved missing clinical documents from referring physicians. Once obtained, these documents were seamlessly processed and integrated into the EMR using Document Capture AI.

The provider saw a 70% reduction in manual workloads, faster referral processing, and scalable operations to meet growing demands. Improved accuracy also enhanced downstream workflows like billing and authorizations, supporting the provider’s broader operational goals.

HIGH VOLUME THROUGHOUT

Thousands of documents processed daily

Document Capture AI is designed to handle high document volumes with speed and accuracy, automating referrals, authorizations, and other critical workflows.

500+

documents processed per hour

95+%

accuracy in document classification and data extraction

70%+

reduction in manual document handling

Faq

You Asked, We Answered

Curious if our document capture solution will meet your needs? Here are the most common questions your peers ask during evaluation.

Yes. We can integrate with any fax software that supports APIs to directly feed the documents to our platform. The fax software supported will depend on whether they have API-connectivity to connect with external systems and this can be ascertained during onboarding. Our platform can also connect to FTP folders to extract documents.

There are multiple ways that our platform can receive documents.

  • Our solution can connect to your existing fax service using APIs
  • Load all your documents in an FTP folder – and our solution can copy them
  • Upload documents in bulk on our Document Capture AI platform

No, you do not need a new set of fax numbers. We can either work with your existing fax service implementing their APIs.

Document Capture AI can process a wide range of healthcare documents, including:

Orders (lab, imaging, etc.)
Authorizations
Lab Reports
Pathology Reports
Patient Demographics
Insurance Documents
Handwritten Notes
Multi-document Faxes

It can also automatically detect and discard irrelevant documents like marketing materials

It depends. Turnaround times range from 30 seconds if fully automated to 5 minutes if manual review by our specialists is required.

Document Capture AI is delivered as a full-service solution with built-in exception handling by Infinx’s expert teams. However, it’s also available as a software-only solution for organizations that prefer their own teams to manage workflows and manual reviews.

Document Capture AI platform is a fully secure web-based solution that can run on Google Chrome, Microsoft Edge and Apple Safari. There are no additional hardware requirements.

The platform is designed to be quick, seamless, and minimally disruptive to your existing workflows. Our experienced implementation team manages the entire process, ensuring a smooth transition from manual or legacy systems to intelligent automation.

Setup Process Overview:
1. Initial Consultation and Workflow Assessment

We begin with a discovery session to understand your existing document workflows, integration needs, and operational goals.
Our team evaluates the types of documents you process and identifies opportunities to streamline workflows.

2. Integration Planning and Configuration

We configure Document Capture AI to work with your existing systems, customizing workflows to align with your operational processes.
Integration with EMR/EHR/LIS/RIS systems is set up through APIs, HL7, FHIR, SFTP, or RPA bots to ensure seamless data flow.

3. Testing and Quality Assurance

We conduct rigorous system testing to validate document classification, data extraction, and EMR integration.
User acceptance testing (UAT) is performed to ensure the solution meets your organization’s standards and compliance requirements.

4. Go-Live and Staff Training

Document Capture AI is deployed in a live environment, with real-time monitoring during the initial rollout.
Training is provided for your staff to navigate the platform, manage manual reviews, and monitor workflows.

5. Ongoing Support and Optimization

After deployment, our team provides continuous support and workflow optimization.
The platform continuously improves over time through machine learning and feedback from human review processes.

Yes, secure access to your EMR/EHR system is typically required during the implementation of Document Capture AI to ensure seamless integration and real-time data transfer. However, the level of access needed depends on the type of integration method chosen and your organization’s security policies.

Why EMR access is needed:

1. Seamless data integration:

  • Access allows our team to configure direct data delivery into your EMR through APIs, HL7, FHIR, SFTP, or RPA workflows.
  • Enables real-time updates to patient records and automation of next steps like order creation and authorization updates.

2. Workflow alignment

  • Understanding how your EMR is structured helps us customize workflows to align with your existing processes.
  • Prevents workflow disruption by ensuring the automation fits naturally into your system.

3. Integration Testing and Validation:

  • Access is needed for testing and validating data flows to ensure patient data is accurately classified, extracted, and entered into the correct fields in your EMR.
  • Allows for user acceptance testing (UAT) to confirm the solution performs as expected.

How we protect your EMR access:

  • Limited and controlled access: We only request the minimum level of access required for integration and testing.
  • HIPAA-compliant security: All data handling and system access follow HIPAA and industry-standard security protocols.
  • Role-based permissions: Access can be restricted to specific environments (e.g., test environments) to avoid disruptions in your live system.
  • Data encryption: All data transmitted between Document Capture AI and your EMR is protected by end-to-end encryption.

Alternative integration options without direct EMR access:

If your organization prefers not to grant direct EMR access, we can integrate using secure delivery methods, such as:

  • SFTP folders: Data can be securely exported to a folder that your EMR system automatically ingests.
  • RPA bots: Robotic process automation can interact with your EMR interface without requiring back-end access.
  • Manual file transfers: Extracted data can be exported in structured formats (CSV, Excel) for manual uploads.

Tailored to your security requirements:
Our team will work closely with your IT and compliance teams to choose an integration method that balances security and workflow efficiency.

Yes, Document Capture AI is fully equipped to automatically sort documents by location and route them to the appropriate workflows or teams for processing. Whether documents come from multiple physical sites, departments, or service lines, our solution can intelligently classify and manage them based on location-specific rules.

Our document solution reduces you total cost of ownership (TCO) by only charging your organization for what you use. We also give you the flexibility of saving costs on higher volumes. There is a nominal monthly subscription fee to support the setup created for you, which would also provide a specified number of documents per month. For pricing, please schedule a demo with our team to learn more.

EDUCATION

Helpful Resources For Your Team

We create educational materials frequently in the form of virtual office hours, articles, white papers, webinars and podcast episodes which help our clients and peers with common patient access and revenue cycle challenges they face. If you would like us to address a specific topic, feel free to reach out to us.

WEBINAR

Extracting Value From Unstructured Data In Healthcare

WEBINAR

Deep Dive Into EHR Integrations For Patient Access

WEBINAR

Leveraging AI To Streamline The Fax Intake Process

WEBINAR

Manual Mayhem: How Outdated Document Capture Hurts Your Bottom Line

WEBINAR

Transforming Document Processing In Healthcare Referrals With AI And OCR

Ready to transform document processing?

Automate document processing workflows, reduce manual workloads, and accelerate patient care with Document Capture AI. Contact us to see it in action.