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Data Entry & Extraction

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Overview​

The Data Entry & Extraction Agent extracts data from files, emails, and faxes, then populates it into your systems. It centralizes your organization's document intake, automatically scanning and extracting essential data from invoices, medical records, referrals, and more. It can watch dedicated email inboxes, fax queues, and shared folders for new files—applying AI-driven OCR and natural language processing to parse content. Once transcribed, the Agent either auto-populates the corresponding system (e.g., EHR, billing, inventory) or stores the data so staff can easily insert it into web forms or applications they visit. This streamlined approach eliminates repetitive manual entry, reduces errors, and frees your team to focus on higher-value tasks rather than data wrangling.

Capabilities​

  • Automated retrieval of incoming files from multiple channels (email inboxes, fax systems, network folders).
  • OCR-based transcription of unstructured documents (invoices, referrals, medical records) into structured data.
  • Auto-population into EHR, billing platforms, inventory systems, or hold data for assisted "human-in-the-loop" entry.
  • Standardized labeling and naming (e.g., "Vendor Invoice 03/30/25," "Lab Results – Final," etc.).
  • Configurable business logic for matching documents to the correct patient, provider, or cost center.
  • Alerting and workflow queuing for staff review on ambiguous or urgent items.

Key Benefits​

  • Unified Intake Process - Monitors multiple channels (email, fax, shared folders) and consolidates data entry into a single, consistent workflow.
  • Reduced Manual Labor - Automatically transforms PDFs, images, and other documents into structured data, saving countless hours of typing.
  • Minimized Errors & Missing Fields - Standardizes naming conventions and ensures key fields (e.g., patient name, invoice total, referral date) are never overlooked.
  • Seamless Integrations - Outputs to EHR systems, billing platforms, and inventory tools without requiring staff to switch between multiple apps or rekey data.
  • Human-in-the-Loop Flexibility - Staff can override or confirm uncertain data extractions before finalizing entries in sensitive workflows.
  • Scalable & Customizable - Easily adapts to new document types or custom business rules, learning from each correction to improve accuracy over time.

Inputs​

  • Incoming Documents - PDFs, scans, images, and text files retrieved from email attachments, fax systems, or shared folders.
  • System Credentials & APIs - Secure logins for EHRs, billing software, or inventory management platforms where data must be inserted.
  • Document Classification Rules - Predefined or learned heuristics for recognizing different types of forms (e.g., "invoice," "lab result," "insurance card").
  • Historical Corrections & Feedback - Previous staff overrides, used to refine extraction and classification models.

Outputs​

  • Updated System Records - Automatic entries or updates in EHR, billing software, or inventory management tools—complete with the correct labeling or naming.
  • Queues for HitL Revision & Review - A user-friendly list of newly processed documents awaiting staff review or confirmation.
  • Alert/Notification Messages - Email or system notifications for urgent items (e.g., abnormal labs, high-dollar invoices) that require prompt attention.