Intake from every channel
Faxes, shared mailboxes, scanners, portals and secure batch folders all feed one queue. Nothing waits on one person's desk.
- Faxes turned into digital files
- Email attachments picked up
- Scheduled batch folders
Document Processing & Data Extraction
Intelligent document processing and data extraction
Our intelligent document processing reads your faxes, PDFs and paper forms so your staff don't have to retype them. It pulls out the data your systems need. Anything it isn't sure about goes to a person, and every step is logged.
IntakeFax, email, scanner, portal upload or a batch folder.
Why manual intake needs intelligent document processing
Every document someone retypes costs time, money and a chance for mistakes. Intelligent document processing does the typing for you. Your people only look at the pages the system flags.
Staff spend their day retyping
Clinic staff type referral details from faxes. Claims teams copy data from PDFs, and AP clerks key invoice lines into the ERP. Skilled people end up doing data entry, and the pile grows every time volume jumps.
Mistakes show up late and cost more
A wrong health card number, a missed claim date or a bad invoice total usually surfaces weeks later. A patient, broker or vendor finds it. Fixing it then takes far longer than catching it on day one.
Sensitive records with no clear trail
Health, insurance, legal and government documents pass through inboxes, shared drives and desks. When an auditor asks who saw a record and what changed, it's hard to prove.
Manual intakeA person reads and types every page.
What you get with document processing
We hand you a working document pipeline, not a software license you have to set up yourself. Each part is tuned to your documents, your systems and how much risk you're willing to take.
History & reportsWho did what, plus accuracy and turnaround reports.
Reading, sorting and pulling out data
OCR, the software that reads scanned pages, handles typed and handwritten text. AI then works out the document type and pulls out the fields you choose, tables and line items included.
Checks and confidence scores
Each field gets a confidence score and is checked against your rules: real dates, matching totals, known vendors, correct code formats. You decide what gets saved without a person looking.
A review queue for people
Reviewers see the original page next to the data. They fix only the flagged fields and approve. Every fix is logged and helps the system get better.
Connected to your systems
Approved data goes into your EMR or EHR, claims platform, ERP, document management or case management system. We use official connections or secure file transfer.
Audit trail and reports
Every document keeps a history of who viewed, changed and approved it. Operations and compliance teams also get reports on volume, accuracy and turnaround.
Sectors we build for
We focus on sectors buried in paperwork, where accuracy, privacy and a clear record matter as much as speed.
Medical documents and inbound faxes
Clinics, labs and health networks still get referrals, requisitions and intake forms by fax. We turn them into clean data, match them to the right patient and send them to the right clinic queue. Handling is PHIPA and HIPAA-aware.
- Referrals, requisitions and intake forms
- Patient matching and routing
- Handles handwriting and poor-quality faxes
Document pipelineShared intake, reading, review and history.
What changes for your operations
Your team stops typing every page and starts supervising. People still make every call that needs judgment. They just spend far less time on clerical work in between.
Faster turnaround
Documents that sat in a queue for days can be done within hours. Overnight batches are ready when your team arrives.
Fewer mistakes in your systems
Checks catch mismatches before anything is saved. Your other teams stop chasing corrections.
Handle more without hiring
Busy spells like flu season, a storm event or quarter-end are absorbed by the system instead of overtime.
Ready for an audit
Every view, edit and approval is logged. Privacy reviews, disclosure requests and financial audits are faster to answer.
LaunchCareful settings send more fields to review.
How we deliver a document pipeline
We start with a sample of your real documents. We prove the accuracy on them first, and only then connect anything to your live systems.
SamplesExample documents and the fields you need.
Collect samples
We gather examples of each document type and list the fields you need. Together we agree accuracy targets and which fields always need a person.
Prove it on your documents
We run the samples through the system and show you the accuracy field by field. You decide based on your own documents, not a sales demo.
Build, connect and secure
We set up the checks, the review queue, user roles and the connection to your systems. Hosting sits in a region that meets your data residency needs.
Run side by side, then switch
The new system runs next to your current process until the results match. Then it takes over, one document type at a time.
Watch and improve
We track accuracy, exceptions and turnaround. Reviewer fixes make the system better, and we add document types when you're ready.
Privacy, security and data residency
Health, insurance, legal and government documents hold personal information that's regulated in both countries. We design for PHIPA, HIPAA and PIPEDA from the start and agree the final controls with your privacy officer and counsel. This describes our approach and isn't legal advice.
PHIPA, HIPAA and PIPEDA-aware handling
Personal health information and other personal data are collected only for the stated purpose, protected with encryption designed to support your policies, and visible only to roles that need it.
Canadian data residency on request
Canadian processing and storage are available on request, subject to scoping. We write down every service the data passes through.
A person checks what matters
You set how sure the system must be for each field. High-risk fields like health card numbers, claim amounts or legal dates can always go to a reviewer. Our Client Service Director and CTO check the review setup with you before launch.
Complete audit trail
Each document keeps a history of when it arrived, what was pulled out, every edit and every approval. It's designed to support your audit and retention rules.
IN-STORE is not SOC 2 audited; we document controls mapped to SOC 2 criteria for your vendor review.
Data fieldA value with its confidence score and where it came from.
Connects to the systems you already run
Data is only useful when it lands in the right place. We connect through official connections where they exist, and secure file or database links where they don't.
Health systems
EMR and EHR platforms, referral management tools and secure fax services.
Insurance and finance
Claims and policy systems, ERPs such as NetSuite, Dynamics and SAP, and accounting tools such as QuickBooks.
Legal and records
Document management systems, case management tools, SharePoint and Google Drive.
Workflow and custom code
Make, n8n, Node.js and Python, secure file transfer, and direct database links for older systems.
Document pipelineApproved, checked data ready to save.
Document processing pricing
Document processing is billed monthly. The price depends mostly on how many documents you have, how many types, how much review you need and where the data must be hosted.
Document Processing & Data Extraction
From $4,500/moFirst 30 days free
Includes intake, reading and data capture, checks, the review queue, one system connection, audit reports and ongoing accuracy tuning.
Start your 30 free days(opens in a new tab)Monthly volumePages or documents handled each month.
Frequently asked questions
How accurate is intelligent document processing on faxes and handwriting?
It depends on image quality, layout and handwriting. So we measure it on your own documents during the proof step instead of quoting a general number. Clean typed forms usually come through very reliably. Poor faxes and handwriting need more review. Either way, uncertain fields always reach a person before anything is saved.
Can our documents and data stay in Canada?
Canadian processing and storage are available on request, subject to scoping. When it's in scope, we pick reading and AI services that can run in Canadian cloud regions. We write down every service the data passes through so your privacy officer can review it. If any part can't meet the requirement, we tell you before the build starts.
Is this suitable for personal health information under PHIPA or HIPAA?
We design pipelines for PHIPA and HIPAA-regulated data designed to support encryption, role-based access, audit logging and keeping data only as long as needed. Your organization remains the custodian or covered entity, so we work with your privacy officer on agreements, assessments and policies. Whether a business associate agreement is possible for a US client is assessed case by case during scoping.
Do you replace our existing document management or claims system?
No. We sit in front of the systems you already use and feed them clean, checked data. Your EMR, claims platform, ERP or document management system stays the official record. We only build a new application when no suitable system exists. That can happen with specialized police and government records work.
What happens when the system is not sure about a field?
It goes to a person. Each field has a confidence score and a bar you control, and high-risk fields can always require a human. Reviewers see the original page next to the value, fix it in seconds and approve. Every fix is logged and helps the system get more accurate over time.
How do you handle large insurance batches?
Batches arrive by secure file transfer, email or a watched folder, often overnight. The system splits each package, sorts every document, pulls out policy and claim data and flags missing pages. Results load into your claims system in one go. A summary shows the exceptions, so your team starts the day with a clear to-do list.
Next step
Send us a sample of your documents
Book a 30-minute scoping call with our team. We'll look at your document types, volumes and privacy needs, then suggest a test on your real documents.