Automation & Records

Stop doing by hand what the computer should be doing

Fax processing, records requests, scanning, dashboards, and task tracking - built around how your office already works.

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Every practice has a handful of tasks that run on somebody’s memory and a paper log. These are the ones we have already built for, so they are the fastest to put in place.

AI Ticket Agent

Intelligent patient support ticket automation

What it fixes

  • Patient support tickets consume hours of staff time daily
  • Manual ticket categorization and routing is slow
  • Responding to routine inquiries takes staff away from critical tasks
  • Patient data in tickets creates HIPAA compliance concerns with cloud vendors

How we help

  • Self-hosted LLM - no patient data leaves your network, fully HIPAA compliant
  • Automatic categorization of incoming tickets based on billing/insurance context
  • Smart routing to the right staff member or department
  • AI-drafted responses that staff can review and send
  • Integration with Zammad ticket system (adaptable to others)

What’s included

HIPAA Compliant AI
Self-hosted LLM keeps all patient data within your network, ensuring complete HIPAA compliance and data ownership.
Automatic Ticket Triage
Intelligently categorizes incoming tickets by type and urgency, using billing and insurance context for accurate understanding.
Smart Routing
Automatically sends tickets to the right staff member, reducing routing errors and balancing team workload.
Faster Responses
AI-drafted responses cut reply time by 50-70%, letting your team focus on complex issues while maintaining human oversight.

Custom Tools & Dashboards

Workflows designed specifically for your practice

What it fixes

  • Prior authorizations take hours and frequently get denied
  • Referral tracking is manual and error-prone
  • Records requests get lost in the shuffle
  • No visibility into document status
  • Staff wastes time on repetitive administrative tasks

How we help

  • Custom prior authorization workflows
  • Automated referral tracking and follow-up
  • Records request management system
  • Real-time status dashboards
  • Automated mail and fax tracking

What’s included

Prior Authorization Tools
Custom workflows guiding staff through prior auth process with automatic documentation generation, approval status tracking, and automatic follow-up on pending requests.
Referral Management
Complete referral tracking from initial request through completion with automatic reminders, expiration tracking, and outcome reporting.
Records Request System
Digital system managing incoming and outgoing records requests with automatic logging, HIPAA-compliant audit trails, and 50/50 revenue sharing.
Status Dashboards & Custom Reports
Visual dashboards showing real-time status of all active requests and comprehensive reports identifying patterns, turnaround times, and productivity metrics.

Digitization & AI Summarization

Transform paper records into actionable digital insights

What it fixes

  • Paper medical records are difficult to access and share
  • Manual data entry from paper documents is time-consuming
  • Important information in paper records gets lost or misfiled
  • Need to extract insights from large volumes of unstructured data
  • Compliance requirements demand digital record-keeping

How we help

  • High-volume document scanning and digitization
  • AI-powered OCR for accurate text extraction
  • Intelligent document classification and organization
  • Automated summarization of medical records and reports
  • Structured data extraction from unstructured documents

What’s included

Document Digitization
High-volume scanning and conversion of paper documents with professional equipment, batch processing, and secure document destruction after digitization.
AI-Powered OCR
Advanced Optical Character Recognition with healthcare-specific optimizations including high-accuracy text extraction, handwriting recognition, and specialized medical terminology support.
Intelligent Classification & Summarization
Automatic categorization with document type identification and AI-powered creation of concise, actionable summaries from medical documents.
Structured Data Extraction & Integration
Transformation of unstructured text into organized data with EHR integration, searchable digital archive, and role-based access controls for HIPAA compliance.

Front Desk Dashboard

Daily task management for your front desk team

What it fixes

  • Front desk staff overwhelmed with daily tasks
  • Missing MIPS/MACRA quality measure opportunities
  • Revenue leaks from missed follow-ups and tasks
  • No centralized view of daily priorities

How we help

  • Daily task list with ~10 actionable items per day
  • Priority scoring to focus on most important tasks
  • ACO portal scraper for hospital discharge follow-ups
  • MIPS measure tracking per patient
  • Multi-tenant - each practice gets its own configuration

What’s included

Daily Task Management
Keep your front desk focused with ~10 prioritized actionable tasks per day, with clear deadlines and responsibility assignments.
ACO Hospital Follow-Up
Automatically track hospital discharges and ensure timely follow-up care coordination so no patient falls through the cracks.
MIPS/MACRA Optimization
Comprehensive quality measure tracking per patient to maximize your MIPS scores and reimbursement.
Revenue Leak Prevention
Systematically capture revenue opportunities with automated identification of missed charges and follow-up task generation.

KatFax - AI Fax Processing

Turn incoming faxes into organized, searchable documents automatically

What it fixes

  • Faxes pile up unread while staff is busy with patients
  • Manual sorting of lab results, prescriptions, and referrals takes hours daily
  • Important faxes get misfiled or lost
  • No easy way to search fax content
  • Fax machine is unreliable and ties up phone lines

How we help

  • Automatic fax retrieval from email or fax machine
  • AI-powered OCR converts faxes to searchable text
  • Smart categorization of lab results, prescriptions, referrals, insurance forms
  • Automatic routing to the right staff member or department
  • Upload to SharePoint, Google Drive, or your EHR

What’s included

Fax Retrieval & AI-Powered OCR
Automatically retrieves faxes from email or digital fax service with advanced OCR that accurately extracts text even from poor quality scans or handwriting.
Smart Categorization & Metadata Extraction
Machine learning automatically identifies document types (lab results, prescriptions, referrals, insurance authorizations) and extracts key patient information.
Smart Filenames & Automatic Upload
Documents automatically renamed with useful information and uploaded to SharePoint, Google Drive, EHR, or network shared folders.
Role-Based Access & Audit Trail
Control document access by role with complete tracking of every fax from receipt through processing and delivery with timestamps and user actions.

Kimai Time Tracking

Accurate time tracking for payroll, billing, and productivity

What it fixes

  • Manual timesheets are inaccurate and time-consuming
  • No visibility into how staff time is spent
  • Can't track time for billing or cost analysis
  • No easy way to approve timesheets
  • Time tracking is an afterthought, not a habit

How we help

  • Easy one-click time tracking
  • Project and activity categorization
  • Automatic timesheet generation
  • Approval workflows for managers
  • Detailed reporting and analytics

What’s included

Simple Time Tracking
Start and stop timers with one click or enter time manually - works on desktop, tablet, or mobile.
Project & Activity Tracking
Organize time by projects (billing, admin, clinical), activities (patient care, charting, phone calls), and clients/patients for accurate tracking.
Timesheet Management & Approval
Automatic weekly timesheet generation with manager review, approval/rejection with comments, and approval status tracking.
Detailed Reporting & Integration
Generate comprehensive reports on time usage, payroll periods, billable vs. non-billable time, and overtime with integration to existing systems.

Records Processing & Management

Efficient, compliant medical records handling

What it fixes

  • Medical records requests overwhelm your staff
  • Manual records processing is slow and error-prone
  • Patient records are disorganized and hard to locate
  • Records requests compliance is complex and risky
  • HIPAA requirements for records management are confusing

How we help

  • Automated records request intake and processing
  • Digital records organization and indexing
  • Compliant records release and delivery
  • Secure records storage and retention management
  • Audit-ready records documentation and tracking

What’s included

Records Request Intake
Streamlined processing of incoming records requests with automated form processing, patient identity verification, and duplicate detection.
Digital Records Organization
Intelligent organization and indexing with automatic patient chart association, document type classification, and searchable metadata tagging.
Compliant Records Release
HIPAA-compliant processing and delivery with automated records compilation, secure delivery methods, and delivery confirmation and tracking.
Storage & Compliance Integration
Protected HIPAA-compliant storage with role-based access, automated backup, and seamless EHR/patient portal integration with 50/50 fee split processing.

Records Request for Invoices

Get answers about your billing invoices

What it fixes

  • Need clarification on billing invoices sent by our accounting team
  • Questions about charges and services on your invoice require additional information
  • Request additional documentation for invoice verification and reconciliation
  • Discrepancies or concerns about billing statements need resolution
  • Need detailed breakdown of services rendered for your records

How we help

  • Direct submission portal for invoice questions and additional information requests
  • Practice-specific text field to submit detailed invoice inquiries
  • Automated routing to accounting team (who send the invoices) and TKTech support
  • Integration with Zammad ticketing for unified request management and tracking
  • TKTech support integration for technical billing system questions
  • 50/50 fee split on applicable records requests as per our revenue sharing agreement

What’s included

Invoice Question Portal
Dedicated web-based submission system for all questions and concerns about billing invoices with confirmation receipts.
Practice-Specific Detailed Submissions
Unlimited character text field with rich formatting, attachment uploads, and invoice number references for complete details.
Automated Routing & Integration
Intelligent routing to accounting team or TKTech support with seamless Zammad ticket integration for unified request management.
50/50 Fee Split & Response Tracking
Transparent 50/50 fee split management with real-time status updates, resolution tracking, and complete audit trail of all communications.

Records Request Management

Automated medical records requests with revenue sharing

What it fixes

  • Medical records requests are time-consuming and disruptive
  • Manually processing records requests costs staff hours
  • Missing revenue opportunities from records requests
  • No system to track and manage records requests efficiently

How we help

  • Automated records request intake and processing
  • Secure, HIPAA-compliant records transmission
  • Tracking and reporting for all records requests
  • Revenue generation from records processing

What’s included

Automated Request Intake
Receive and process records requests automatically from insurance companies, attorneys, and patients with no manual data entry required.
Secure Records Transmission
HIPAA-compliant secure transmission of medical records with encrypted transmissions tracked for maximum security.
Request Tracking & Management
Complete tracking system for all incoming and outgoing records requests so you know the status of every request at a glance.
Revenue Generation & Integration
We handle records requests with a 50/50 fee split. You get additional revenue without the administrative burden, with seamless EHR and Zammad integration.

Scanning & Document Management

Turn paper chaos into organized digital workflows

What it fixes

  • Paper charts and forms pile up and get lost
  • Scanned documents aren't searchable or organized
  • Staff wastes time looking for misfiled paperwork
  • No consistent naming convention for digital files
  • Documents aren't securely stored or backed up

How we help

  • High-speed document scanners with automatic feeders
  • OCR (Optical Character Recognition) for searchable PDFs
  • Automated filing and naming conventions
  • Secure cloud or on-premise storage
  • HIPAA-compliant document handling

What’s included

Professional Scanner Setup
Professional-grade scanners installed and configured for your specific document types (charts, lab results, insurance cards, etc.).
OCR Processing
Automatic text recognition that makes every scanned document searchable - find any patient record, lab result, or form by typing keywords.
Document Organization
Custom folder structures and naming conventions based on your practice's workflow with automatic sorting by patient, date, or type.
Workflow Integration & Secure Storage
Scanned documents automatically routed to correct destinations (EHR, shared folders, staff) with HIPAA-compliant security, encryption, and automatic backups.

Software Integration Support

Make your systems work together seamlessly

What it fixes

  • EHR doesn't talk to billing system, requiring dual entry
  • Manual data transfer between systems is error-prone and time-consuming
  • Custom reports require exporting to Excel and manual manipulation
  • New software doesn't integrate with your existing systems
  • Workflows are inefficient due to system silos and disconnected data
  • Legacy systems prevent adoption of modern solutions
  • Data inconsistencies between systems cause compliance and revenue issues

How we help

  • Custom API development for unique system integrations
  • Automated data synchronization between all practice systems
  • Single sign-on implementation across EHR, billing, and other applications
  • Workflow automation spanning multiple systems
  • Legacy system modernization and integration
  • Real-time data synchronization to eliminate inconsistencies

What’s included

Comprehensive System Assessment
Detailed analysis of your entire software ecosystem with workflow mapping, data flow analysis, and prioritization roadmap for implementation.
Custom API & Data Integration
Bespoke API development and real-time data synchronization for EHR, billing, practice management, and third-party systems with conflict resolution.
Workflow Automation
Automated business processes that span multiple applications including patient registration, claims generation, payment posting, and custom reporting.
Maintenance & Zammad Integration
24/7 monitoring of all integrations with automatic updates, proactive error detection, and seamless Zammad ticket integration for unified support.

TaskChampion Task Management

Keep your practice organized and on track

What it fixes

  • Tasks get assigned verbally and then forgotten
  • No visibility into who is working on what
  • Important deadlines are missed
  • No accountability for task completion
  • Staff doesn't know their priorities

How we help

  • Centralized task list for the entire practice
  • Task assignment with deadlines
  • Priority levels and status tracking
  • Automatic reminders and notifications
  • Recurring task automation

What’s included

Comprehensive Task Creation
Create tasks for any practice need including patient follow-ups, administrative duties, billing, IT requests, compliance activities, and custom types.
Assignment & Deadlines
Efficient task distribution with clear accountability - assign to staff or teams with actionable deadlines and priority levels.
Status Tracking & Notifications
Complete visibility into task progress with automated email, in-app, and mobile notifications to ensure no task falls through the cracks.
Recurring Tasks & Dependencies
Automate repetitive tasks and coordinate complex workflows with task dependencies, templates, and automatic generation based on triggers.

Time Keeping & Productivity Tracking

Track staff time and productivity efficiently

What it fixes

  • Don't know how staff time is being spent
  • Manual time tracking is inaccurate and time-consuming
  • Need to track productivity for billing and payroll
  • No visibility into time spent on different tasks

How we help

  • Easy clock-in/clock-out for all staff members
  • Task and project tracking with time allocation
  • HIPAA-compliant time records and reports
  • Integration with payroll and billing systems

What’s included

Staff Time Tracking
Simple, accurate clock-in/clock-out system for all staff with multiple clock-ins per day, break tracking, and overtime calculation.
Task & Project Tracking
Detailed time allocation to specific tasks, patients, or projects with separation of administrative vs. clinical time.
HIPAA-Compliant Reporting
Secure, compliant time records with comprehensive reporting for payroll processing, billing allocation, and productivity analysis.
Productivity Insights & Integration
Actionable insights to optimize staff efficiency with mobile access, system integration, and trend analysis over time.

Have a process nobody wants to own?

The ones worth automating are usually the tasks somebody does the same way every day and dreads. Tell us which one that is.

Talk to us

Or call +1.321.406.3933 | Month-to-month, no long-term contracts