Case Study Health Care Provider Automates Seasonal Forms Processing
How ParaScript’s FormXtra.AI Enterprise software cut forms processing costs by 80% for one of Wisconsin’s largest not-for-profit health care providers.
The Challenge
Aurora Health Care receives roughly 100,000 flu consent forms every season, each containing diverse field types including voucher numbers, names, addresses, dates of birth and check boxes. Manual processing was slow, expensive and error prone. Aurora needed a cost-effective way to automate capture across both machine print and handwriting.
The Solution
ParaScript’s FormXtra.AI Enterprise delivered a complete forms processing workflow in a single package, from form definition through reporting and administration, with the ability to read handprint, machine print and cursive in any combination.
“Not only were we able to automate the labor-intensive and error-prone process of recognizing and keying flu consent form information, we’ve also seen significant savings after only a few months.”
-JoAnn Smith, Manager of System Billing
The Benefits
- 80%+ recognition rates on forms previously requiring full manual entry
- 80% cost reduction, with $25,000 saved in the first 12 months
- Complete workflow with every module needed to manage forms processing end-to-end
- Automation at scale capturing 100,000 forms in seasonal surge
100K
consent forms processed
each season
90%+
negotiation rates
$25K
first-year savings
The Challenge in Detail
Aurora Health Care is a not-for-profit provider and national leader in health care quality, serving more than 90 communities across eastern Wisconsin.
Each flu season brings a flood of around 100,000 consent forms, containing a mix of voucher numbers, first and last names, addresses, dates of birth and check boxes. Capturing this data manually was labor-intensive, error-prone and a poor use of staff time. Aurora needed automated OCR and handwriting capture that could handle the full range of field types without breaking the budget.
The ParaScript Solution
Aurora chose FormXtra.AI Enterprise because the consent forms demanded everything the platform could do at once. Patients filled them out in a combination of handprint, cursive and machine print, across a mix of field types. Routing forms through different workflows based on writing style wasn’t viable at the seasonal volume Aurora experiences, so the company needed a single recognition engine that could handle the variability without splitting the workflow.
The platform packaged every module Aurora needed: form definition, form registration, intelligent recognition, keying, dynamic quality control, reporting and administration tools. Once deployed, Aurora was processing all 100,000 flu consent forms automatically, with recognition rates over 80%.
“We are very pleased with the results achieved with
ParaScript FormXtra Enterprise.”
-JoAnn Smith, Manager of System Billing
The Key Benefits
Immediate ROI: Aurora recovered its initial investment within the first year, with significant savings visible within months of launch.
High Accuracy: FormXtra.AI Enterprise accurately captured the majority of data automatically, dramatically reducing the volume of records requiring manual intervention.
Higher Data Quality: Aurora replaced error-prone manual keying processes with reliable automated capture, improving the accuracy of patient records that downstream systems and staff depend on.
Complete Workflow: Aurora eliminated the cost, complexity and risk of integrating separate tools from multiple vendors with FormXtra’s comprehensive
module suite.
Proven Recognition Technology: Aurora gained access to the same image analysis and pattern recognition engine trusted to process over 100 billion checks, forms and mail pieces annually.
Scalable Capacity: Aurora handles the full annual surge through a single automated workflow, absorbing peak seasonal volume without operational strain.
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