Scanned Document Intake
Scan intake that reads each page, names it, files it to the right job, client or company and adds it to the index.
Scanned paper still needs filing by hand
The copier saves every scan as a numbered file in one shared folder. Delivery tickets, signed forms and statements pile up under names nobody can search. A scan-intake system reads each page and works out what it is and whose it is. It names the file, saves it to the right job, client or company folder and adds it to the index. A page it cannot read or place goes to a daily review list with an image of the page. A person decides.
What's included
- 01
Page reading
printed and typed text read from scanned and photographed pages.
- 02
Document typing
delivery tickets, statements, signed forms and letters told apart on sight.
- 03
Entity matching
each page tied to the right company, job, client or chart.
- 04
Naming and filing
files renamed under the agreed rule and saved in the matching folder.
- 05
Index entry
name, date, party and location added to the sheet or database staff search.
- 06
Scan pickup
new scans collected from the folder or scan-to-email address the copier uses.
- 07
Review list
unreadable or unplaced pages wait for a person, with a picture of the page.
- 08
Off switch
staff can pause intake at any time, and scans stay in the scan folder.
How it works
- 01
Paper review
A look at the paper the office scans, the names and folders in use and who each document belongs to.
- 02
Setup
The scanner's folder or email address is connected, the reading rules are set and the index is built.
- 03
Supervised test
Real scans run through the system while a person checks every result, and nothing files alone until the team is satisfied.
- 04
Launch and support
Intake goes live on the client's sign-off, with results monitored, rules adjusted and a monthly report.
Industries
Industries served
Medical Practices
Phone intake, scheduling, patient forms and billing follow-up, with staff in charge of anything clinical.
Home Services & Trades
Calls, estimates, dispatch, paperwork and invoicing for roofing, HVAC, plumbing, electrical and field service companies.
Construction & Contracting
Contract checks, progress billing, job costing and document control for general contractors and specialty subcontractors.
Frequently asked questions
Does it work with the scanner already in the office?
It works with any scanner that saves to a folder or sends to an email address. Staff keep scanning the way they do now, and the setup is confirmed with the copier before the build.
How does it handle handwriting and faint copies?
Printed and typed text reads best. Handwriting and faint copies are read with less confidence, so those pages go to the review list instead of being filed on a guess.
Can a medical practice scan patient paperwork into it?
Yes, with added safeguards. Before any build begins, a review covers how the system handles patient information, where files are stored, who can open each folder and which pages it may read.