AI Document Intake + Provider Workflow + RingCentral Fax
FROM REFERRAL PACKET TO SIGNED FAX
A provider uploads the chart once. The site extracts the order details, keeps a human in review, builds the PDF, and delivers the complete packet through RingCentral.
01 / Context
Sound Health
Sound Health Medical is a family-owned DME supplier based in Tacoma, with a second location in Tigard, Oregon. The company serves patients and providers across wound care, ostomy, urology, incontinence, mobility, and related supply needs. The public site had to explain that range clearly, but the more demanding problem sat behind the resources page: a provider order can begin as several PDFs and end as a completed document that still needs review, signature, and fax delivery.
02 / Challenge
Referral Data Trapped in PDFs
The patient, provider, insurance, diagnosis, and supply details needed for an order were spread across chart documents. Completing the standard order required someone to read those files, move the data into another form, review it, sign it, and fax the packet.
03 / Approach
Provider Intake in One Web Flow
We connected multi-file document intake, AWS Bedrock extraction, typed field validation, human review, PDF generation, provider signature capture, and RingCentral fax delivery inside the resources section of the public site.
04 / Background
A regional DME supplier with a document-heavy provider workflow.
Sound Health works with patients, clinics, discharge planners, home health teams, and care facilities across Washington and Oregon. We rebuilt the public site around the questions those groups bring to the company, then gave providers a direct path into the paperwork that starts an order.
05 / The paperwork
The order usually starts as more than one file.
A referral packet may include a facesheet, chart notes, an order sheet, and supporting records. The useful data is spread across those pages: patient demographics, insurance, provider details, diagnoses, wound information, and requested supplies. Copying it into another form takes time and creates another place for a name, number, or quantity to be entered incorrectly.
06 / AI intake
Upload the packet. Review the order.
The provider can upload several PDFs at once. The server combines them into one document and sends it to AWS Bedrock with instructions written for DME intake. The extraction returns a typed record for the standard written order, wound care, ostomy, or urology workflow. Zod checks the response before the browser sees it, and missing values stay blank instead of being guessed.
07 / Human review
The model starts the form. The provider finishes it.
Every extracted field lands in an editable review screen. The provider can correct patient details, fill a missing NPI, check wound information, and confirm the ordered items before generating the PDF. The system does not treat model output as a signed medical order.
08 / Signed fax
The completed order and source records travel together.
After review, the site generates the completed order and asks the provider to sign before sending. The signature is stamped onto the PDF. RingCentral receives the signed form, the original referral documents, and a cover page in one fax request. The provider sees the queued message ID and can still download the packet for their records.
09 / The result
One provider flow covers the handoff.
The public site now carries the provider from referral files to a reviewed, signed order without forcing them to rebuild the packet in separate tools. Sound Health receives the original records and the completed form together through the fax system its operation already uses. Human review remains part of the process, and we do not claim a processing-time or error-rate result without measured data.
One provider workflow carries the referral packet from upload to signed fax.