Intake & documents
Paperwork that fills itself in
Someone fills a form out by hand; someone on your staff types it into the system; someone later fixes the typo. Intake, referrals, insurance cards, IDs, contracts - the same data entered two or three times, at 10 to 20 minutes per client.
What we build
- Digital intake forms sent before the visit, feeding answers straight into your records system
- Document extraction: photos or scans of IDs, insurance cards, and referrals become structured fields automatically
- Validation rules that flag anything suspicious for a human instead of guessing
- An exceptions inbox so staff review the 5 percent that needs judgment, not the 95 percent that does not
Timeline
2 to 4 weeks to live
Built on
- Claude API (structured extraction)
- Your EMR / PMS / CRM
- Jotform / Typeform
- Make or n8n
What to expect
Staff stop re-typing. Records get more accurate, not less. A practice intaking 10 new patients or clients a week typically gets back 8 to 12 staff hours.
Who uses this most
Common questions about this build
Is this safe for medical or legal documents?
This is exactly where the compliance design matters. We process inside your systems where possible, store nothing without a signed agreement, and walk through the data flow with you in plain English before building.
What if the extraction gets something wrong?
Low-confidence fields are flagged for human review rather than auto-filled. The system is designed to hand judgment calls to people, not hide them.
Find out what your week looks like with the busywork gone.
A free 30-minute audit. You leave with three automation ideas sized to your business - whether you hire us or not.
Not ready to talk? Grab the free Automation Opportunities Checklist - 25 tasks your business can stop doing by hand.
Get the checklist