Extract's Automated Document Classification

Our intelligent platform is able to recognize and categorize all types of incoming documents by content type and automate the extraction of relevant index data per document type. The process of extracting all relevant index data allows the solution to more intelligently and consistently route documents to desired levels in a database, electronic medical records (EMR), land records, courts, ERP, or any other type of document management system. Less manual indexing and classification means you save money and your existing staff becomes a quality control step in the indexing process instead of carrying out manual data entry, which is slow and prone to errors. 

The power of the Extract platform allows workflows to be automated by intelligently indexing data so that the movement of documents can be fully automated to email or approval workflows, additional data extraction, or to simply store the documents with the rich indexing data that was automatically captured so that locating and using those documents is optimized.

How our Automated Document Classification Works

Documents stored in an assigned repository or arriving by fax, email, or via an upstream workflow are sent to the Automated Document Classification application. Using our 15 years of data capture experience and comprehensive library of keywords, phrases, contextual clues, and pattern recognition, documents are recognized as one of your organization's defined document types. Once classified, the document is routed to a particular workflow or user or stored based on that document type.

document classification at work

A typical hospital has one or more fax servers accepting all incoming faxes that are both clinical and non-clinical in nature. Lab results, discharge orders, consultative notes, and operative notes are among the incoming document types, along with other clinical documentation, prescription refill requests, and even lunch menus from local restaurants. 

Document Classification Workflow Image

By deploying Extract's Automated Document Classification, each of these different document types can be routed to its appropriate destination without delay or the need to print-and-deliver faxes to the correct department. Automating this manual and repetitive process results in more accurate and efficient workflows.

Strategic benefits of using Extract

There are number of strategic benefits that are routinely mentioned by customers as key investment rationale.

SPEED OF ACCESS TO CRITICAL INFORMATION

Extract greatly reduces the time it takes for clinical documents to reach the EMR after the fax has been received. This empowers the patient’s care team to spend more time looking AT documents instead of looking FOR documents and also allows clinicians across the enterprise to make more informed decisions for their patients.

CLINICIAN SATISFACTION

Clinical staff at all levels routinely express frustration with the increasing demands of data entry and searching for information. Expediting the flow of documents to appropriate storage in the document management system or EMR and classifying and naming them appropriately reduces clinician time spent on searching for documents and allows them to trust systems to have the information they are looking for.

DATA CARE QUALITY

Clinicians will see time-savings from improved and quicker access to patient data in the EMR. Having documents consistently named, consistently classified, and readily available shaves preparation time for each patient visit can increase face-to-face time with patients to help improve care quality.

QUALITY AND COMPLETENESS

Having a complete patient record with all available information is important to making good clinical decisions. Making sure all documents associated with a patient are available and appropriately classified and named help to be sure that information is not overlooked.


Unique to Extract Systems, our Intelligent Document Classification solution can route certain document types to our Intelligent Clinical Data Extraction solution to accurately identify and extract over 80% of the clinically-actionable data trapped inside those documents. This alleviates the strain of manual data entry and the verification process is supported by behind-the-scenes validation of demographic data populated against existing databases and built-in logic to alert them to invalid data prior to it being filed into the EMR. This results in complete patient record both captured in the discrete fields of the patient’s chart and other areas of the EMR and the associated original document available to reference if required. The combined solution offers a complete picture to help clinicians make the best decisions possible.

EMR ADOPTION

Implementing an EMR system is only half the challenge. The success of an EMR project can be measured by the extent to which it is used by clinicians and medical staff. Ensuring the EMR provides easy access to complete patient information will help to drive high levels of user adoption by making the EMR the single source of truth for each patient. If physicians have to search for documents outside of the EMR they’ll likely be dissatisfied with their EMR experience.

DATA STANDARDIZATION

Because documents from non-interfaced, external sources typically uses the naming conventions of that external organization, this causes issues in “translating” test names, demographic or resulting lab information into terms that match your EMR or other systems. Based on information supplied by you, this solution will automatically rename incoming documents to match how you name things internally and to do it consistently to ensure staff can easily find what they are looking for.

COMPLETE QUALITY MEASURES

Often times, having complete information for quality measures is hindered by the fact that key pieces of information are stuck in incoming documents.  By automating the storage of external screenings in the EMR with the event’s date and time or by collecting required lab results, such as A1C values, quality reports run from the EMR can include information from tests and encounters that happened outside of your organization the same as if they had happened internally. 

HIPAA COMPLIANCE AND DOCUMENT SECURITY

By increasing automation (and reducing the printing of documents), the routing, handling, and storage of documents within the organization helps to ensure patient privacy is maintained for HIPAA compliance. Additionally to support compliance and process improvement initiatives, all user actions taken in this solution are audited for reporting purposes.

ANALYTICS AND REPORTING

The use Extract’s Intelligent Document Classification solution provides you with the unique ability to report on the volumes, types, sources and other relevant details of your incoming documents. Additionally, any time spent verifying certain document types or dealing with exceptions is recorded and reported as well.

OTHER BENEFITS

  • Very significant reduction of paper usage
  • Significant reduction in various manual workflow steps that typically surround   the manual indexing process:
    • Movement of documents from one place to another within a         department  
    • Time spent classifying and naming documents
    • Automatic routing of documents to your Document Management         System and linkage to the patient record
  • Potential reallocation/reduction in FTE dedicated to manual indexing process
  • Workflow standardization across departments
  • Reduction in time for documents to be available to clinicians

Download Extract's full automated document classification and indexing Features and Benefits Data Sheet

Need help with return on investment (ROI) and justification?

Extract is here to help! Let us show you our workflow time savings tool to help you specifically define and predict how your current processes would be improved using Extract's intelligent document classification and indexing. Request a return on investment demo today.