Every case file arrives with a draft summary

A surgeon's office reviews patients' medical records for lawsuits, to work out what treatment was given and whether it, including any surgery, was necessary. It handles about 100 files a day, and the average file is about 20 pages.

Staff were reading every page by hand and writing each summary from scratch. It took a large team most of the day, and mistakes were easy to make: a missed page or a mistyped date ends up in the summary, and the case relies on that summary.

We set up a cloud account for the office that meets HIPAA requirements, under a signed business associate agreement, with billing alerts and documentation, so patient records stay protected.

Inside it, we built a system that reads each file and writes the first draft of the summary. A reviewer then checks that draft instead of starting from a blank page.

Here's how it works, start to finish:

1. The file comes in. New case files are picked up as soon as they arrive, without anyone having to sort them.
2. Every page is read. The system reads the text on every page, including scanned pages, and pulls out the details the review depends on, such as names, dates and treatments.
3. The details are organized. Each detail is saved with the page number it came from, so anything in the summary can be checked against the original record.
4. A draft summary is written. The draft answers the same review questions the doctor uses on every file, and cites the page for each point.
5. A reviewer checks it and signs off. A reviewer reads the draft against the record, corrects anything that needs it and signs off before the summary is used.
6. The summary is sent on. The signed summary goes to the people who need it, in the format they use.

The office uses it every day. Reviewers still make every call; they just start each file from a draft with page references.