AI Document Extraction + Operations Dashboard + Headless Commerce
A FAX-TO-ORDER PIPELINE, A STOREFRONT, AND A MARKETING SITE ON ONE DATA SPINE
How we automated a manual fax-to-order workflow for a medical supply distributor and wrapped it in a storefront and a brand site that all read from the same system of record.
01 / Context
Magnolia Med Supply
Magnolia Medical Supply is a family-owned wound care, post-surgical, and mobility supply distributor with more than 20 years in the field, more than 1,000 patients served across the Carolinas and beyond, and more than 50 trusted brand partners including Medline, 3M, and Molnlycke. ComCreate was brought in to build the digital infrastructure behind that operation. Not a website, but three connected products that share one data spine: a marketing site, an e-commerce storefront, and an operations dashboard that turns inbound faxes into structured, compliance-checked orders.
02 / Challenge
DME Runs on Fax
Durable medical equipment ordering arrives as scanned PDFs: facesheets, written orders, and quick-start forms. Every order was read and re-keyed by hand into patient demographics, insurance, physician NPI, ICD-10 diagnoses, and HCPCS lines, then validated against Medicare documentation rules before it could ship. The process did not scale, there was no online storefront, and nothing tied intake, catalog, and fulfillment to a shared system of record.
03 / Approach
Three Products, One Data Spine
We did not build a website. We built the digital infrastructure of a medical supply business as three independent products that share one PostgreSQL system of record. AWS Bedrock handles AI extraction, RingCentral carries fax traffic, Shopify powers the catalog, and Resend handles confirmations. The marketing site, the headless storefront, and the operations dashboard each own their surface but read and write the same domain model, so intake, catalog, and fulfillment finally speak one language.
04 / Background
A family-owned distributor that runs on physician orders.
Magnolia Medical Supply has spent more than 20 years distributing wound care, post-surgical, and mobility supplies, serving more than 1,000 patients across the Carolinas and beyond through more than 50 brand partners. The business is real and the relationships are deep, but the systems behind it were manual. ComCreate was engaged to build the digital infrastructure: three connected products, one shared system of record, designed so intake, catalog, and fulfillment finally speak the same language.
05 / The Challenge
Durable medical equipment runs on fax.
Orders arrive from clinics and physicians as scanned PDFs: facesheets, written orders, and quick-start forms for wound care, ostomy, and urology. Each one was read and re-keyed by hand into patient demographics, insurance, physician NPI, ICD-10 diagnoses, and HCPCS product lines, then checked against Medicare documentation rules before anything could ship. The work was slow and error-prone. There was no online storefront, and no shared system of record tying intake, catalog, and fulfillment together.
06 / The Build
Three products on one spine.
We built three independent products against one domain model. A PostgreSQL system of record holds clinics, patients, and orders. AWS Bedrock handles AI extraction, RingCentral carries fax traffic, Shopify powers the catalog and checkout, and Resend sends every confirmation. The marketing site runs on Svelte 5 and SvelteKit, the headless storefront on SvelteKit and the Shopify Storefront API, and the operations dashboard on Next.js, tRPC, and Prisma. An order created from a fax, a product synced from Shopify, and a lead captured on the site all resolve to one coherent picture.
07 / The AI Pipeline
A fax in, a structured order out.
The hardest and most differentiating piece is the fax-to-order pipeline. An inbound fax hits a RingCentral webhook, the PDF is stored in S3, and AWS Bedrock running Claude Haiku extracts the order using forced tool use, so the model must return JSON that satisfies a Zod schema. Every field comes back as a value paired with a confidence score. The system prompt explicitly forbids the model from inventing clinical values it cannot read on the page: dressing sizes, change frequencies, quantities. A blank field is treated as safer than a guessed one, because a wrong clinical number carries real consequences. Low-confidence fields are dropped to null before an order is ever built. The pipeline then matches the patient by name and date of birth, assigns the sending clinic by fax number (auto-creating a fax-only clinic and notifying an admin when the number is unmapped), and writes the order in a FAX_REVIEW status so a human approves it before it moves. The whole flow is idempotent, keyed on message ID, so a re-delivered fax never creates a duplicate order.
08 / Compliance
Built in, not bolted on.
Because this is Medicare-regulated supply, compliance lives inside the data model. The dashboard implements CMS-1780-F refill validation with the correct contact and date-of-service windows, A54563 wound-dressing documentation with per-item clinical justification, and ICD-10 and HCPCS validation. It blocks fulfillment when an order fails an audit check: an invalid NPI check digit, a missing practitioner signature under 42 CFR 410.38, a dressing quantity over the monthly maximum. Patient demographics and clinical data can be encrypted at rest with AES-256, with HMAC-based searchable name indexes so encrypted records stay queryable. Every action writes to an indexed audit log for regulatory review. A surgical wound order structure captures the beneficiary, practitioner, signature source, ordered items, and diagnoses, generated from the fax or entered by hand and used downstream for PDF generation and review.
09 / The Storefront
Headless commerce on Shopify.
The commerce layer is headless. A SvelteKit storefront talks to the Shopify Storefront API over GraphQL with fragment-based queries and server-side rendering, and cart state persists in secure HTTP-only cookies for 14 days with automatic recovery when a Shopify cart expires. Checkout hands off to Shopify hosted flow. The catalog of more than 100 wound care, post-surgical, and mobility products carries variants, pricing, inventory, images, and HCPCS codes, with full-text predictive search, cursor-based pagination, and category browsing. The same catalog is mirrored into the marketing site so visitors can browse products without leaving the brand experience.
10 / The Result
One operation, three surfaces.
The public site, built on Svelte 5 with Runes, Tailwind, and View Transitions, carries the brand to patients, clinicians, and facilities. It includes an on-site in-service scheduling portal where clinics request same-day wound-care specialist training, with confirmations sent through Resend, plus a RingCentral fax-transmission pipeline for sending order documents with cover pages. Three products now share one system of record. Faxes become structured, compliance-checked draft orders without manual re-keying, the storefront sells the catalog directly, and the marketing site feeds qualified leads and training requests into the same operation.
A fax in. A structured, compliance-checked order out. No manual re-keying.