Healthcare
Stop retyping health paperwork. Let Documind check it.
Documind reads intake forms, card photos, faxes and invoices. It checks each value. It asks your team when unsure, then fills your system.
Form
Handwritten intake form
“Name, ID number, birth date, insurer. Filled in by hand.”
Photo
Photo of an insurance card
“Sample Insurance. Member no. TS-4471-0817.”
Scan or fax
Faxed referral letter
“Please see Mr. Becker at the eye unit. Stamp and signature.”
Three everyday problems
-
The same form gets typed twice.
Staff copy a patient form into one system. Then they copy it again into another. Each copy is a new chance for a typo.
-
A small typo comes back as a cut payment.
A wrong ID number or a missing paper is found weeks later. By then, the insurer has already refused or cut the claim. 1
-
Papers still arrive by fax, and some get lost.
A fax sits in a tray for days. A lab PDF lands in the wrong folder. Nobody notices until a patient calls. 2
- 1. In the US, 11.8% of hospital and doctor claims were denied the first time in 2024. This is vendor data, from over 2,100 hospitals. Kodiak Solutions, vendor data, via Business Wire, 2025
- 2. In a 2025 study, 88% of doctors in Ontario, Canada, said they must use fax to share patient information. JMIR Medical Informatics, 2025
Pick a use case
Choose a task. See what comes in, what Documind checks, and what goes out.
A patient fills in a form and shows an ID and insurance card. Documind fills in the patient record.
1 · Content in
- FormHandwritten intake form“Name, ID number, birth date, phone, insurer.”
- PhotoPhoto of the ID card“Front side, taken at the front desk.”
- PhotoPhoto of the insurance card“Sample Insurance. Member no. TS-4471-0817.”
2 · What Documind checks
The number on the form and on the ID photo is the same, and the check digit fits.
The form says 03.08.1979. The card photo says 08.03.1979.
3 · Action out
- Patient record filled in your hospital system
- One question sent to the front desk
Arrives · Read · Check · Ask if unsure · Write
Sample data
A referral arrives by fax or email. Documind logs it and sends it to the right desk.
1 · Content in
- Scan or faxFaxed referral letter“Please see Mr. Becker at the eye unit. Stamp and signature.”
- Email textReferral by email“Referral for Ms. Novak attached. Please book her in.”
2 · What Documind checks
All three are on page 1 of the fax.
A referral for the same patient and unit came in this morning by email.
3 · Action out
- Referral logged for the eye unit's desk
- Reply drafted: asks the sender to confirm
Arrives · Read · Check · Ask if unsure · Write
Sample data
Your billing team builds a claim file. Documind checks the amounts and papers before anyone sends it.
1 · Content in
- AttachmentPatient invoice PDF“12 service lines, codes, dates and prices.”
- Scan or faxScanned supporting papers“Discharge letter and doctor's report, 6 pages.”
- SpreadsheetInsurer price list in Excel“Service code, agreed price, valid from.”
2 · What Documind checks
12 lines add up to EUR 18,640. The total says the same.
Line 7 is dated 14 May. The papers show a stay from 15 to 17 May.
3 · Action out
- Checked claim file in your billing system
- Gap list sent to the billing team
Arrives · Read · Check · Ask if unsure · Write
Sample data
An insurer asks for papers before it approves a stay. Documind checks the packet against the insurer's list.
1 · Content in
- Email textEmail from the insurer“Please send the request form, the report and the price quote.”
- AttachmentRequest packet PDF“Request form and price quote, 4 pages.”
2 · What Documind checks
The insurer asks for a doctor's report. The packet has none.
Request number PR-2026-0312 is on the reply and on the request.
3 · Action out
- Missing paper listed for the insurance desk
- Reply deadline set for your team
Arrives · Read · Check · Ask if unsure · Write
Sample data
Supplies arrive with an invoice and a delivery note. Documind matches the lines and reads the lot numbers.
1 · Content in
- AttachmentSupplier invoice PDF“40 lines of gloves, syringes and test kits.”
- PhotoPhoto of a box label“Barcode, lot no. L2026-118, use by 03/2028.”
- Scan or faxSigned delivery note“Received 38 boxes. Signed in the store room.”
2 · What Documind checks
The last digit of the barcode fits, and line 12 has the same product code.
The invoice says 40 boxes. The delivery note says 38.
3 · Action out
- Invoice and lot numbers written into your ERP
- Count difference sent to purchasing
Arrives · Read · Check · Ask if unsure · Write
Sample data
Outside labs send reports as PDFs. Documind files each one with the right patient. It does not read the results.
1 · Content in
- Email textEmail from an outside lab“Reports for 14 patients attached.”
- AttachmentLab report PDF“Patient, lab name, report date, report no.”
2 · What Documind checks
All three are in the top part of page 1.
The report says M. Becker. The request says Martin Becker.
3 · Action out
- Report filed in the right patient folder
- Report details added to your hospital system
Arrives · Read · Check · Ask if unsure · Write
Sample data
When it asks a person
Documind does not guess. When it is not sure, it shows a person the choices and the reason. Try it.
Birth date on the intake form
Is the birth date 3 August or 8 March 1979?
Pick the right value
Sample data
Where the data goes
Documind writes the checked result into the systems you already use.
- Your hospital or clinic system
- Your ERP or billing tool
- Task for the front desk or billing team
- Reply email to the sender
- Patient folder in your archive
Any system that can receive an API call or a webhook.
Your data stays with you
- Runs on your own servers. Nothing is sent to an outside AI service.
- Works without internet, on AI models you own.
- Every step is recorded and cannot be changed later. Auditors see who approved what, and when.
- GDPR & KVKK aligned
- SOC 2 Type II in progress
Questions people ask
What does Documind read?
Intake forms, ID and insurance card photos, faxes, scans and PDFs. It also reads emails with their attachments and Excel price lists. It reads print and handwriting. What it cannot read, it marks for a person.
Does Documind decide anything about patients?
No. Documind works on admin paperwork only: forms, invoices, referrals, insurer papers and supplier papers. It does not read test results or give advice about care. It makes no medical or coverage decisions. Your staff decide.
How does it know when it is wrong?
Three different AI models read each value and must agree. Math and format rules check ID numbers, dates and totals. When it is not sure, it asks a person and says why. Every answer shows the spot on the page it came from.
Can it read forms and handwriting in other languages?
Yes. It reads content in many languages, including handwriting and accented letters. National ID numbers are checked with their check digits. It reads local date formats correctly. What it cannot read, it flags for a person.
Does it send claims to public health funds or insurers?
No. Documind does not file anything into a national health system or an insurer's website. It prepares a checked claim file and lists what is missing. Your billing team sends it. We check your system's import options with you first.
Where is patient data kept?
On your own servers. Documind can run without internet, on AI models you own. Nothing goes to an outside AI service. Health data is a special type of personal data under GDPR and KVKK, so consent and access rules stay yours. Documind is GDPR and KVKK aligned. SOC 2 Type II is in progress.
Map your process with us. Go live in the demo.
In the demo we look at how intake forms, referrals and invoices move through your front desk today. Then we put your first workflow live, on your own servers.