# Healthcare Document Processing Automation | Flobotics Canonical: https://www.flobotics.io/healthcare-document-processing Published: 2026-10-11 Updated: 2026-10-11 --- [Home](https://www.flobotics.io/)/[What we do](https://www.flobotics.io/what-we-do)/Document processing Workflows we automate # Healthcare Document Processing Automation We turn faxes, scanned forms, PDFs and images into checked data for your EHR, LIS or billing system. The automation reads the document, extracts the fields you need and sends unclear or incomplete records to your team. [Discuss your documents →](https://www.flobotics.io/contact)[See client results](#results) Illustration with three made-up documents. The automation reads a referral fax and a superbill PDF, checks their required fields and saves the extracted data. A scanned form has an unreadable service date and goes to staff review. Two records are saved and one needs review. Document reading and validation - Read - Extract - Check - Write Document inbox - A. Rivera · document D-1041Referral faxChecked data saved - J. Okafor · document D-1042Superbill PDFChecked data saved - M. Chen · document D-1043Scanned intake formStaff review · unreadable date 2 records saved · 1 needs review Current document · A. Rivera · document D-1041 DocumentD-1041 TypeReferral fax Data →Your system← Saved Document textRead Required fieldsComplete Service date2026-10-08 RecordSaved Checked data saved to the record Example with made-up patients and documents. Unclear information goes to staff review. PauseReplay Client result · SuperBill ## From uploaded documents to claim-ready records SuperBill's team reviewed uploaded PDFs and images by hand. We built a workflow that reads the documents, structures the claim data and routes exceptions to specialists. [Read the SuperBill case study →](https://www.flobotics.io/case-studies/70-faster-claim-turnaround-time-ctt-claim-management-automation) Measured results ~24 h →to ~7 hdocument-to-claim cycle ~95%of documents processed without intervention 300–500uploaded files handled each day Results from SuperBill's document-processing workflow. The roughly 70% reduction measures preparation time, not payer reimbursement time. What we automate ## From incoming documents to usable records. Referrals, requisitions, intake forms, superbills and payer correspondence. We scope the document types and required fields with your team. - 01Read Collect documents from the places you already use. - Receive files from your existing fax, email or upload process. - Read text from faxes, scans, PDFs and images. - Keep the source document with the extracted information. - 02Extract Capture the fields your next task needs. - Extract patient, provider, insurance and billing details already present in the document. - Structure the data for the receiving system. - Use the model and extraction instructions selected for your documents. - 03Check Check the result against your rules. - Check required fields and formatting. - Flag unreadable scans, missing fields and conflicting information. - Route cases that need judgment to staff. - 04Write Save checked data where your team works. - Transfer the data and source document into your EHR, LIS or billing system. - Use an API or screen automation for the connection. - Route the record to the next agreed workflow. Your team reviews unclear information. Document extraction prepares existing information for the next task; claim submission and authorization decisions remain separate workflows. Is it a good fit? ## Document automation usually pays off when most of these are true. - Your team reads many faxes, scans or PDFs each day. - Staff copy the same fields into an EHR, LIS or billing system. - The required information and validation rules are clear. - You know which exceptions need staff review. What affects your savings - How many documents you process each month - How long reading and data entry take by hand - Document quality and the range of formats - How often a record needs staff review - Model usage, integration and maintenance costs The return is different for every organization. We'll discuss the work involved and what we'd need to estimate the cost. [Schedule a call →](https://tidycal.com/team/flobotics/flobotics-intro-call-w) How document processing works with your systems ## Your documents, models and systems. Illustration of document processing between three places: your document inbox, the automation and your receiving system. Two documents have readable required fields and their data is saved. The third has an unreadable service date and is sent to staff review. Your fax, email or upload inbox DocumentPatientLast updateStatus D-1041A. Rivera—Ready D-1042J. Okafor—Ready D-1043M. Chen—Ready Flobotics automation Your rulesCheck required fieldsSave checked dataMissing information → staff Your EHR, LIS or billing system DocumentPatientService dateSave checked data Record update— Your staff · review queue M. Chen · document D-1043Service date is unreadable. Check the source document. No exceptions yet Monitored and maintained by us. We check the runs and update the workflow when document formats or your systems change. Example with made-up patients and documents. Unclear information goes to staff review. PauseReplay We adjust extraction instructions and validation rules, then check the results again. The receiving system can use an [API or screen automation](https://www.flobotics.io/data-integrations). Cases the workflow cannot reliably handle go to staff. Patient data (PHI) What happens to your patient data Your data is safe. Where it runsOn a machine you own: usually a virtual machine on your side, or your own AWS or Azure account. What we storeWe don't store patient data. The automation reads it, uses it and writes the result back. In the rare case PHI has to be in transaction data, it's encrypted. Who can access itOnly the developer who builds and maintains the automation. On your machine, you decide who else gets access. What we signA BAA before we see any patient data. AI runs on AWS, Azure or Google under BAAs, and your data isn't used to train models. [How we handle patient data →](https://www.flobotics.io/security)[Request our security policies →](https://trust.inc/flobotics) Related workflows ## The workflows that use your document data. - 01[Eligibility & benefits](https://www.flobotics.io/agents/eligibility-check-automation)Check coverage before the visit and save the result in the patient record.~40 s per checkPTCoA · [Case study](https://www.flobotics.io/case-studies/100-roi-in-just-23-days-we-automated-eligibility-checks)→ - 02[Prior authorization](https://www.flobotics.io/agents/prior-authorization-automation)Prepare and submit authorization requests, then check for updates.85% less submission timePTCoA · [Case study](https://www.flobotics.io/case-studies/85-faster-submissions-8-ftes-saved-prior-authorization-automation)→ - 03[Claims management](https://www.flobotics.io/agents/claims-management-automation)Prepare, submit, and track claims.98% less manual claim preparationGentem Health · [Case study](https://www.flobotics.io/case-studies/98-reduction-in-manual-claim-prep-claims-management-automation)→ - 04[Denials management](https://www.flobotics.io/agents/denials-management-automation)Prepare supported corrections and appeals, then track payer responses.Up to 300 resubmissions a dayPathGroup · [Case study](https://www.flobotics.io/case-studies/up-to-80-higher-throughput-in-rcm---denials-management-automation)→ - 05Document processingTurn faxes, scans and PDFs into checked data for your systems.You are here [Explore revenue cycle management automation →](https://www.flobotics.io/rcm-automation) [Read our guide to healthcare document processing →](https://www.flobotics.io/blog/healthcare-document-processing) Talk to us ## Which documents slow your team down? Book a 30-minute call with Karl, our CTO. If you'd rather write, send us a message. [Book a 30-minute call →](https://tidycal.com/team/flobotics/flobotics-intro-call-w)[Send us a message](https://www.flobotics.io/contact) 30-minute callKarl MielnickiCo-founder, CTO Walk me through the documents your team reads by hand and where the data needs to go. We'll discuss what can be automated and what we'd need to estimate the cost. Karl