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Going Paperless: 10,000+ Records, 60% Less Admin Time

A document system with OCR extraction that replaces paper records.

Build Your Document Management Platform

About the Project

A HIPAA-compliant document platform with OCR extraction, full-text search, and role-based access.

Industry

Healthcare & Dental Sleep Medicine

A 15-year-old practice archive of sleep studies, EOBs, forms and referral letters.

  • Dental Sleep Medicine
  • Records Management
  • HIPAA Compliance
Business Type

Established practices transitioning from paper to digital records

Paper-dependent practices with filing cabinets lining every hallway.

  • Private Practice
  • Paper Archive
  • High Admin Load
Core Offering

Document center with OCR engine and intelligent data extraction

Bulk digitisation, auto-categorisation and full-text search across every record.

  • Bulk Upload
  • Full-Text Search
  • Tag Taxonomies
  • Version Control
OCR Extraction

Structured data pulled straight off the page

AHI and SpO2 from sleep studies, payment and denial codes from EOBs, at 94% accuracy.

  • Sleep Study Fields
  • EOB Payment Codes
  • Patient Demographics
  • 94% Accuracy
Results

10,000+ Records Digitised in 3 Months

Retrieval dropped from 10-15 minutes to 10 seconds and admin time fell 60%.

  • 10 Second Retrieval
  • 60% Admin Saved
  • Role-Based Access
Build your idea

Talk to our experts

Scope your own OCR-powered document centre with our healthcare team.

  • Free Consultation

The Problem: Paper and Lost Files

Paper records caused slow, error-prone retrieval.

10-15 min
A 15-year-old practice had thousands of paper records — sleep studies, insurance EOBs, prescriptions, consent forms, X-rays, referral letters. Retrieving a single document took 10-15 minutes of digging through file cabinets.
Misfiled
Documents were misfiled, lost, or damaged. When a patient called asking about their results, staff would spend 15 minutes searching through folders. File cabinets lined every hallway.
Digitize
The goal was to digitize the entire document archive, build intelligent OCR extraction for critical data fields, and create a searchable, organized, cloud-based document center with proper access controls.

From filing cabinets lining every hallway
to instant digital retrieval
and 94% OCR extraction accuracy

Digitize Your Practice

Our Solution

  • Centralized Document Center

    Centralized Document Center

    Centralized Document Center

    • Central storage with tags, categories, and search
    • Bulk upload auto-categorized by document type
    • Version control and full history per document
  • OCR-Powered Data Extraction

    OCR-Powered Data Extraction

    OCR-Powered Data Extraction

    • Sleep studies: AHI, RDI, SpO2, total sleep time
    • EOBs: payment amounts, denial codes, adjustments
    • Patient forms: demographics and history at 94%
  • Security & Access Controls

    Security & Access Controls

    Security & Access Controls

    • Role-based access down to each document
    • Request and approval flow for sensitive records
    • HIPAA-compliant storage, encrypted and logged
  • Workflow & Organization

    Workflow & Organization

    Workflow & Organization

    • Tag taxonomies customized per practice
    • Ticketing for document requests across the team
    • Secure sharing with providers and insurers
  • Retention & Records Requests

    Retention & Records Requests

    Retention & Records Requests

    • Retention schedules applied per document type automatically
    • Records requests fulfilled from search, not the file room
    • Legal holds prevent deletion while a case is open

Challenges: Paper and Manual Entry

Hover a row to see what changed.

Why It Transforms Document Management

A healthcare document center whose OCR turns paper into searchable, structured data.

The Impact: Paper Chaos to Digital

Every number below was measured in production after launch — not projected in a pitch deck.

10 sec

Document Retrieval — Down from 10-15 Minutes

60%

Admin Time Saved — 3+ Hours to 1 Hour Daily

10,000+

Records Digitized — In Just 3 Months

94%

OCR Accuracy — Automated Data Extraction

Global presence

Three offices. One team.

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