Document Processing

Stop drowning in paperwork. Start automating healthcare document workflows.

We build custom AI systems that read, classify, and extract data from your documents—tailored to your processes, systems, and compliance requirements.

See how it works

Industry Context

Healthcare organizations need to process documents faster and more accurately while following strict HIPAA, HITECH, and payer-specific rules. Manual data entry is still everywhere -- it eats staff time and introduces errors that delay care, claims, and reimbursements. Patient volumes are rising, staff is hard to find, and regulations keep changing. Most off-the-shelf tools can't handle unique workflows, legacy systems, or the nuances of clinical documentation.

By the Numbers

62%

of clinical documents require manual handling

HIMSS Analytics, 2024

18 min

average time to process a single patient form

AHA Operational Benchmarks, 2025

90%

accuracy achievable with AI document extraction

Stanford HAI, 2024

The Problem

What you're dealing with

Staff manually typing patient intake forms into EHRs, causing delays and data entry errors

Prior authorization requests stuck in backlog because supporting documents aren't matched and routed fast enough

Clinical notes and discharge summaries taking days to codify and bill, slowing revenue cycles

Compliance teams manually redacting PHI from shared documents, risking violations and audit failures

Inconsistent document classification across departments -- lab results mixed with referral letters -- causing workflow breakdowns

The Solution

How it works

We start by mapping your actual document workflows -- not the idealized versions. Using AI-driven interviews, we watch how your team handles forms, clinical notes, faxes, and emails. We find the bottlenecks, system connections, and compliance requirements. Then we design a custom AI model trained on your documents and terminology -- whether that's ICD-10 codes, physician handwriting, or payer-specific forms. We build and deploy using our platform, which speeds up development without locking you into a generic product. The result: a system that reads, classifies, extracts, and routes documents automatically, connected to your EHR, CRM, or RCM systems. You get full ownership and control, with no ongoing SaaS fees.

POI

Runs AI-driven process discovery and workflow mapping based on how your team actually handles documents

Arc

Trains and deploys custom models for document classification, data extraction, and system connections

In Practice

Before and after

Before

A patient intake form arrives as a scanned PDF. A registration specialist manually rekeys data into Epic -- 7 minutes per form. Data entry errors cause claim denials. Forms pile up during peak hours.

After

We built a custom AI system that reads intake forms as they arrive -- scanned, faxed, or emailed. It extracts patient demographics, insurance details, and chief complaints, then pushes structured data directly into Epic. Staff only review exceptions. Turnaround drops to 45 seconds per form.

1 Documents ingested from email, fax server, or scanner
2 AI classifies document type and extracts structured data
3 Data validated against EHR and payer rules
4 Results pushed to EHR or RCM system; exceptions flagged for staff review

3 weeks

From discovery to live deployment

For a regional health system automating prior authorization document processing

FAQ

Common questions

How do you handle HIPAA compliance?

Compliance is built into the system from the start. Data is encrypted in transit and at rest, access is audited, and PHI is only processed in environments you approve. We sign BAAs and follow your security policies.

What if our documents are non-standard or contain handwritten notes?

We train models on your specific documents -- including handwritten text, checkboxes, or unusual layouts. The system gets better over time as it processes more of your data.

How long does it take to build and deploy?

Typically 3-5 weeks from kickoff to production. Our internal tooling speeds things up, but timing depends on the complexity of your workflows and connections.

Do we own the AI model after delivery?

Yes. You own the model and the system. We provide documentation and support, but there are no licensing fees or vendor lock-in.

What if our processes change?

The system is built to adapt. You can retrain models with new document samples or adjust workflows through a simple interface -- no coding required.