Upgrading Document Management for a HealthTech Company
%
Faster Document Handling
%
Manual Filing
%
Bounce Rate Decrease
The new DMS brought MedCore in full compliance with HIPAA and other data regulations. Encryption and smart access controls dramatically reduced the risk of data breaches.
Finding the right patient document is as simple as typing a name or keyword. Even scanned PDFs are searchable, thanks to OCR.
With cloud access, employees can securely view documents from anywhere—perfect for hybrid work or telehealth teams.
Client Overview
MedCore Solutions is a healthcare technology company focused on making patient care smarter, faster, and more secure. With a growing client base of clinics and healthcare providers, they handle a massive amount of patient documents every day—everything from medical records and consent forms to lab reports and prescriptions.
As the company expanded, their old Document Management System started showing its limits. Manual processes were slowing down teams, and managing sensitive patient information securely was becoming harder.
That’s when MedCore decided to level up their DMS—and the results were game-changing.
Client: MedCore Solutions – A Growing Healthcare Technology Company
Industry: HealthTech / Healthcare IT
Location: United States
Challenge: Manual processes, rising document volumes, data privacy risks
Solution: Next-gen Document Management System (DMS) with automation and enhanced privacy features
Results: 90% faster document handling, full automation, stronger patient data protection
Challenges
MedCore’s original system was functional but outdated. Their team was spending too much time uploading, tagging, and organizing documents. Key pain points included:
Manual Workflows
Staff had to upload and label documents by hand, often resulting in errors or delays.
Data Security Concerns
With strict HIPAA regulations, ensuring data privacy was critical—but their old system lacked advanced security features.
No Smart Search
Finding the right document felt like searching for a needle in a haystack.
Limited Access Controls
Not all users needed access to everything, but the system didn’t support flexible permissions.
MedCore knew they needed to adopt newer, smarter features to keep up with their growth—and to give their customers peace of mind.
The Solution
MedCore partnered with a tech consultant to overhaul their DMS. They implemented a modern, cloud-based solution built specifically for healthcare companies, featuring:
AI-Powered Document Automation
-
Intelligent document capture that reads, labels, and organizes files instantly
-
Auto-routing of documents to the right department or folder
Smart Search and Tagging
-
Search by patient ID, date, keywords, or document type in seconds
-
Optical Character Recognition (OCR) to make even scanned documents searchable
Advanced Privacy and Compliance Features
- Data encryption both at rest and in transit
- Role-based access control to limit document access
- Automatic audit trails to track every action taken
Real-Time Alerts and Reminders
-
Notifications for missing signatures, overdue approvals, or document expirations
Key Features Developed
Automated Document Capture & Filing
- Instantly captures and stores documents from multiple sources—email, scanners, EHR systems, or uploads.
- Automatically detects the document type (e.g., prescription, test result, patient consent) and files it in the correct place without manual input.
Smart Search & Tagging
- Find any document in seconds using patient names, dates, document types, or keywords.
- Tags are generated automatically using AI and OCR (Optical Character Recognition), even from scanned or handwritten files.
Advanced Security & Privacy Controls
- HIPAA-Compliant Encryption: Documents are encrypted both at rest and in transit.
- Role-Based Access: Ensures only the right people can view or edit specific documents.
- Two-Factor Authentication: Adds an extra layer of security when accessing sensitive files.
Workflow Automation
- Automatically routes documents to the right team or person for approval, signature, or follow-up.
- Built-in alerts for missing approvals, unsigned forms, or expired documents.
- Customizable workflows for different departments or document types.
Integrated E-Signature Support
- Easily request and collect digital signatures from patients or staff.
- Fully compliant with healthcare regulations—legally valid and secure.
Cloud Access & Mobile-Friendly Design
- Access documents from anywhere, whether at the office, at home, or on the go.
- Works smoothly on desktop, tablet, and mobile devices.
Technologies
TensorFlow and PyTorch
Tesseract OCR
Google Cloud Vision OCR API
Conclusion
With the right tools, even something as routine as document management can become a competitive advantage. For MedCore, upgrading their DMS wasn’t just about efficiency—it was about trust, compliance, and delivering better healthcare outcomes.
By embracing automation and modern privacy features, they’ve built a stronger foundation for growth—and peace of mind for their team and their clients.
Upgrading our document management system was the best decision we made all year. We’ve saved time and reduced errors, and our compliance team is thrilled with the security upgrades. It’s like our documents finally learned how to manage themselves!
Get Started