How to Automate Patient Intake Form Processing in Epic

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Workflow Name:

Patient Intake Form Processing – Intake Forms to Epic
Purpose:

Automate extraction of patient demographic and insurance data from intake forms and send to Epic
Benefit:

Removes manual data entry and speeds up registration
Who Uses It:

Front Desk Teams; Registration Staff
System Type:

Document to Epic
Industry:

Healthcare
Outcome:

Automated patient registration in Epic
On-Premise Supported:

Yes
Supported Protocols:

HTTPS/FHIR/HL7
Category:

Description

Problem Before:

Manual keying of paper forms caused delays and errors
Solution Overview:

AI extracts demographics/allergies/insurance and posts to Epic via API/HL7
Key Features:

OCR extraction; patient matching; Epic API push; validation
Business Impact:

Faster check-ins and cleaner patient records
Productivity Gain:

Staff avoid manual transcription of forms
Cost Savings:

Reduces admin work by up to 60%
Security & Compliance:

HIPAA compliant

Patient Intake Form Processing – Intake Forms to Epic

This workflow automates the extraction of demographic and insurance details from patient intake forms and synchronizes the information directly into Epic EHR. It captures form data in real time and delivers clean, structured records to Epic, supporting faster and more accurate patient registration.

Real-Time Form Processing for Faster Patient Registration

The solution securely processes data from digital or scanned forms, validates key details, and transforms the information before syncing it to Epic. By reducing manual data entry, it helps front desk and registration teams work more efficiently, minimizes errors, speeds up onboarding, and improves overall registration

Watch Demo

Video Title:

Pharma Industry Document Automation: Use Cases & Data Flow
Duration:

13:18

Outcome & Benefits

Time Savings:

Major reduction in manual entry
Cost Reduction:

Less admin workload
Accuracy:

High with AI validation
Productivity:

Front desk faster processing

Industry & Function

Function:

Patient Intake Automation
System Type:

Document to Epic
Industry:

Healthcare

Functional Details

Use Case Type:

Patient Registration Automation
Source Object:

Intake form data
Target Object:

Epic patient record
Scheduling:

Real-time
Primary Users:

Registration Teams
KPI Improved:

Check-in time; record accuracy
AI/ML Step:

OCR and entity extraction
Scalability Tier:

Enterprise

Technical Details

Source Type:

Scanned Forms/PDF
Source Name:

Patient Intake Forms
API Endpoint URL:

Epic FHIR/Bridges endpoint
HTTP Method:

POST
Auth Type:

OAuth 2.0
Rate Limit:

Per Epic environment
Pagination:

Not applicable
Transformation Ops:

OCR → Normalize → Map to Epic Schema
Error Handling:

Retry; audit logs; validation queue
Orchestration Trigger:

Form upload event
Batch Size:

1 form
Parallelism:

High
Target Type:

EHR
Target Name:

Epic
Target Method:

Epic API/HL7
Ack Handling:

Epic response stored
Throughput:

Hundreds/day
Latency:

<10s

Connectivity & Deployment

Cloud Support:

Yes
On-Premise Supported:

Yes
Supported Protocols:

HTTPS/FHIR/HL7
Security & Compliance:

HIPAA compliant

FAQ

1. What is the Patient Intake Form Processing workflow?

It is an automated workflow that extracts patient demographic and insurance information from intake forms and sends the structured data directly into Epic, removing the need for manual entry.

2. How does the workflow process intake forms?

The workflow reads scanned or digital intake forms, extracts demographic and insurance data using automated data extraction, validates the information, and updates the appropriate fields in Epic.

3. What types of patient information are extracted?

It extracts patient demographics, contact details, insurance information, ID numbers, and other registration-related data submitted on intake forms.

4. How frequently does the workflow run?

The workflow can run in near real-time or at scheduled intervals based on patient intake volume and operational needs.

5. What happens if an intake form has missing or unclear data?

If data is incomplete or unclear, the workflow flags the form, logs an exception, and alerts the registration staff for manual review while continuing to process other forms.

6. Who uses this workflow?

Front Desk Teams and Registration Staff use this workflow to streamline patient onboarding and reduce manual data entry.

7. What are the benefits of the Patient Intake Form Processing workflow?

It eliminates manual registration work, reduces data entry errors, speeds up patient check-in, and ensures accurate demographic and insurance information in Epic.

Case Study

Customer Name:

Hospital Registration
Problem:

Manual form entry slowed patient intake
Solution:

Automated extraction + Epic posting
ROI:

Lower costs & faster intake
Industry:

Healthcare
Outcome:

Automated patient registration in Epic

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