Medical forms parser and patient data dashboard. Physical intake forms are scanned, digitised, and organised automatically.
A local medical practice that sees patients daily. Every patient fills in a new intake form on paper when they arrive. A small data capturing team, one to two people, is responsible for processing those forms and getting the information into the practice's records.
The data capturing team had to read through each patient intake form and type the information into the system manually. On a busy day, forms would pile up. The process was slow, repetitive, and took time away from other tasks.
But the bigger risk wasn't speed. It was safety. Those physical forms were the only record the practice had. If something happened to them, a fire, water damage, anything unexpected, the patient data would be gone. There was no organised digital backup and no structured way to retrieve information quickly.
We built an automation system that supports the data capturing team. Instead of replacing what they do, it handles the heaviest part of the job.
A medical forms parser. The team scans the physical intake forms filled in by patients and uploads them to the system. The automation reads the form, extracts the patient's information, and captures it into a structured spreadsheet. No manual typing. The data lands in the right columns, formatted and ready to use.
Organised document storage. Every scanned form gets stored with the correct naming convention and linked back to the patient's entry in the spreadsheet. Nothing ends up in a random folder. Every document is findable, and every record points back to its source.
A patient data dashboard. The spreadsheet includes a dashboard view that gives the team a snapshot of their records. How many forms have been submitted, how many came through incomplete, submission dates, and other key metrics.
The data capturing team can now process patient forms in a fraction of the time. The practice has a digital backup of every form that walks through the door, organised and searchable. If anything ever happens to the physical copies, the data is safe.
Note: This case study is ongoing. The system is still being tested, and limited information is available at this time.