Referral Management & Document Capture

Extract critical information from incoming paper and electronic documents from referring physicians with OCR and AI technology, and intake specialists.


Extract Useful Data From Patient Records In Seconds

Simplify how incoming faxes and electronic records are processed and managed during patient access workflows. Digitize, classify, organize and extract critical information from documents and associate important data to the relevant patient record.

Benefit from intelligent vision and NLP technology

Our document capture technology streamlines document management activities by leveraging optical character recognition (OCR) vision technology and AI (NLP) to scan and extract information needed for patient access activities from documents like physician referral orders, patient encounter records and clinical documents for prior authorization.

We digitize your documents & intake process

Not only does our solution take care of extracting relevant details from a document, but it also ensures that those details are provided back into your EMR or EHR. We can do this through the creation of an order message that can be sent back into your system via the integration.

Effortless integration

HIPAA-compliant and cloud-based, our tech-enabled solution does not require any new hardware or software to be installed at your organization site. It can integrate with existing fax services or support a new fax managed service.

We can support integration through various means, including SFTP, APIs, or HL7.

Types of documents processed

  • Patient references
  • Authorization & benefit details
  • Billing & collections
  • Exam approvals
  • Lab work and requisition forms
  • Physician communications


Reduce Document Review Errors & Delays

Alleviate administrative burden on your staff and possible human errors due to manual processing patient referrals or medical records during patient access workflows.

Decrease document handling time with AI

Our AI-powered OCR technology can read and process documents reducing the overall handling time per document. This reduces the manual effort needed to review each document thereby cutting down review time as well as increasing the overall productivity per team member. You can also avoid staff backlogs due to seasonal increase in patient volume by leveraging AI to process incoming documents on time.

Increase intake accuracy

Intake specialists look through many documents each day and are prone to human error, which could lead to entering the wrong information. which downstream causes other problems, including being unable to verify patients details with the respective payer.

Our solution makes sure everything is accurate so that you don’t deal with the downstream inaccuracies and delays, and inefficiencies.

Our machine learning algorithms continues to learn from each review

Our AI will monitor every document that it could not read to refine its algorithm and constantly improve its output.

Reduce cost-to-process and avoid interoperability challenges

Converting documents to digital and transferring data to EHRs is an expensive, time-consuming process. Our tech-enabled document capture solution helps teams avoid using multiple tools to solve these issues which at times are unable to communicate with each other. Without the burden of doing these mundane administrative tasks, you can reallocate your time and attention to more important things, like providing better patient care.


Accelerate Intelligent Review Of Every Document

Supports multiple channel intake

All documents received by our clients can be sent directly to our document capture solution for processing. Documents can be sent through multiple channels, like SFTP, APIs, or HL7, to ensure that all incoming documents get processed.

Information automatically split by patient

Specific patient information can be extracted from documents received with multiple patient records. Each patient record is tagged separately and classified by categories. Data is then extracted from each document and entered in your EMR.

Intelligent workflow management

Each document processed by our document capture solution is tagged the moment it is received and digitized. We can convert those different types of faxes that come into your electronic health record or medical record by sending it directly into your EHR or EMR where it gets stored electronically. Your staff will be able to track every document in our platform and its status. They can also review specific documents and send special instructions to our team for further processing.

Prioritize document review for urgent cases

Quickly identify and process documents required for urgent patient access STAT cases that need same day approvals.

Case studies

How We Help Our Clients

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

Document Capture & Management Accelerated For Large Imaging Network With Increasing Patient Volume

Facing increasing patient influx, a large imaging group was experiencing a three hour delay in medical records processing which significantly slowed their scheduling process. Patients could not be scheduled until documentation steps are completed. We demonstrated that we could handle their volume with our large team of document specialists leveraging our document capture technology. We integrated with their fax management tool and medical records system so that their staff could work in parallel with our team to process incoming documents. Our labeling solution include sorting the faxes based on whether they are pre-order forms and medical records from referring doctors or general marketing collateral from them. Relevant documents were stored in the appropriate location in our client’s radiology information system. With our tech-enabled solution in place along with other patient access workflow optimizations, our client effectively decreased in-house staff workloads and dropped the three-hour fax turnaround time to 13 minutes per record with 99.5% accuracy. Currently, we label an average of 66,000 faxes per month. We also process close to 12,000 medical records per month within a 72-hour turnaround time.


Compatible With Most EMRs

We offer bi-directional integration with most EHR/EMR/LIS/RIS with API, HL7, FHIR, X12 or EMR developer programs so that your staff can submit documents from your local system Here are some of the systems we integrate or are compatible with.

Infinx - Partner - athenahealth


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.

Our document capture technology 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 web portal

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

Our solution is developed for all patient access documents sent to your organization. In addition to faxes, we can also process other documents received which need to be converted to digitized format.

Our document capture solution leverages OCR, AI and automation supported by our in-house document specialists. This unique combination allows us to process each and every document shortly after receiving them.

Yes, a cloud-based software version is available for use by your staff.

Our document capture solution is a fully secure web-based solution that can run on Google Chrome, Microsoft Edge and Apple Safari. There are no additional hardware requirements.

We can feed data to your EMR through multiple channels. Our document specialists can manually enter the data into your EMR. Or you could define the fields that you need data in, and our solution can automatically transmit all the required values through HL7 or API directly to your EMR.

Yes, our document capture solution can create multiple work queues based on rules that you can define. You can process documents for different locations either together or separately based on your current workflows.

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 document processing, your organization will be charged $xx per document.


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.


Deep Dive Into EHR Integrations For Patient Access


Leveraging AI To Streamline The Fax Intake Process


Extracting Value From Unstructured Data In Healthcare

Looking To Accelerate Document Processing For Patient Access Workflows?

Schedule a demo to learn how our intelligent document capture tech-enabled solution can help.