Behavioral Healthcare Document Automation and Intelligent Intake Solutions

Intelligent document processing uses document capture, artificial intelligence, data extraction, validation, and workflow technologies to automate information contained in documents. For behavioral healthcare organizations, this can include referrals, intake documents, clinical records, assessments, authorizations, correspondence, and other information received through fax, email, scanners, portals, and electronic files. IDT combines technologies such as CAPSYS CAPTURE and CAPSYS AcuityAI to capture incoming documents, identify document types, extract relevant information, and route documents and associated data to the appropriate system or workflow.

Referral automation can begin as soon as a referral enters the organization. Instead of requiring employees to manually open the referral, determine what it is, identify the patient or client, enter information, decide who should receive it, index the document, and route it, an intelligent workflow can automate appropriate steps. CAPSYS CAPTURE and CAPSYS AcuityAI can capture and classify the referral, extract relevant information, understand document context, support validation, and use configured business rules to route the referral to the appropriate case worker, team, work queue, EHR, content management system, or other business application. Documents that require human review can be directed into exception workflows rather than interrupting the standard process.

CAPSYS is designed to capture documents and information from multiple sources so organizations can create a more consistent intake process across incoming channels. Once captured, documents can be classified, relevant information extracted, and content routed into downstream systems and workflows. Specific input methods and integrations are configured according to the organization's environment and workflow requirements.

Retarus Cloud Fax can provide the cloud-based fax communications layer while CAPSYS provides intelligent document capture and processing. For example: Incoming Fax -> Retarus Cloud Fax -> CAPSYS CAPTURE -> CAPSYS AcuityAI -> EHR / ECM / Workflow. This creates an opportunity to go beyond simply receiving an electronic fax by processing the document, identifying its type, extracting relevant information, and routing it to the appropriate destination.

No. CAPSYS is intended to complement existing enterprise applications rather than require organizations to replace them. CAPSYS can operate as an intelligent capture and processing layer between the channels through which information enters the organization and the EHR, enterprise content management system, workflow, or other line-of-business application where that information belongs.

CAPSYS AcuityAI Classify can be configured to identify and classify incoming documents so employees do not have to manually determine every document type before processing begins. Depending on the workflow, document categories can include referrals, clinical records, intake documents, assessments, correspondence, authorizations, and other document types defined by the organization. Different document types can then follow different extraction, validation, indexing, and routing rules.

CAPSYS AcuityAI Extract is designed to identify and extract selected information from documents. For a referral workflow, relevant patient/client and referral information can be extracted and used as metadata or passed into downstream processing. The information extracted, validation requirements, and degree of automation depend on the document, business process, data quality, and destination system.

A document may currently move through steps such as Open -> Read -> Identify -> Enter Data -> Index -> Route -> Review. Intelligent intake is designed to automate appropriate portions of that process by capturing the document, identifying what it is, extracting selected information, supporting validation, and routing the content to its destination. The goal is to reduce repetitive administrative work and shorten the time between receiving information and making it available to the team responsible for acting on it.

Yes. IDT has extensive experience with enterprise content management, systems integration, CAPSYS CAPTURE, and Hyland OnBase. Captured documents and associated metadata can be prepared for delivery into content management platforms, workflow systems, line-of-business applications, and other enterprise repositories based on the organization's integration requirements.

CAPSYS can capture workflow and processing metrics that provide visibility into where work resides, who is responsible for it, how long it has been in process, and whether configured processing thresholds are being approached or exceeded. Dashboards and analytics can give management a broader view of workload, bottlenecks, exceptions, and process performance, helping the organization manage established SLAs and identify opportunities for improvement.

A good starting point is to identify processes with high document volumes, repetitive manual data entry, multiple handoffs, frequent fax or email traffic, or delays between receiving information and making it available to the appropriate employee. Referral and intake processing are often practical candidates because they can involve multiple document sources and manual processing steps. IDT can review how information enters the organization, where manual intervention occurs, and where documents and data ultimately need to go to help identify suitable automation opportunities.