Capture the inbox
Post and fax are scanned, files are uploaded or picked up from a folder. Classification recognises a lab report, letter, prescription or intake form and places it in the intended workspace.
Document type medical records
Reports and letters as data. Patient data kept safe.
Reports, letters, prescriptions and intake forms arrive by post, fax and scan. PaperOffice reads and files them.
Patient header, lab values with unit, diagnoses and medication as fields. Every access is logged.
No credit card Processed inside the EU Redaction before sharing
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How it works
From the inbox into the patient file.
Lab report, doctor's letter and prescription follow the same route: recognise, extract, assign to the right file, log the filing.
Extract the fields
AI-OCR reads scans, faxes and handwritten entries on forms. The IDP agent pulls patient header, examination date, values with unit and reference range, diagnoses, medication and referring practice.
Assign and protect
The document is assigned to the patient file, uncertain fields go to your staff. For sharing with third parties the Redact agent creates a redacted copy, and every access is written to the log.
Ways into medical document processing
- Web app Upload a report and check every field against the original.
- Batch Digitise the daily post or a whole paper archive in one run.
- Workflow A new scan triggers extraction, assignment and filing in the record.
- REST API Hand documents over from your practice or hospital system and pull fields back.
- MCP Assistants query fields, limited to the workspace you release.
- Mobile Photograph paperwork at the front desk and submit it right away.
What this solution covers
From patient header to retention.
Medical records need special protection and are still daily business. These are the points PaperOffice covers.
- Every document type
Lab report, doctor's letter, discharge letter, prescription, intake form and vaccination record as scan, fax or PDF.
- Patient header
Patient ID, date of birth, payer, insurance number, referring practice and examination date.
- Values as a table
Test, result, unit and reference range per row, plus the flag noted in the report.
- Human review
Fields below your threshold go to a member of staff instead of quietly entering the record.
- Assignment to the file
Documents are matched by patient ID, name and date of birth, which also surfaces duplicates.
- Handover to your system
Fields as CSV or JSON, through export, the REST API or a workflow into practice and hospital software.
- Redaction before sharing
The Redact agent removes name, address and insurance number from copies for billing, expert opinions or studies.
- Retention and log
Retention period per document type, versions, and a log of who opened which document and when.
What PaperOffice solves it with
Six building blocks, one patient file.
Processing medical records uses the same modules as the rest of your filing, only with stricter access.
IDP Agents The IDP agent reads patient header, lab values, diagnoses and medication as fields. AI-OCR AI-OCR opens up fax, scan and handwritten entries, including the position of every line. Redact Agent The Redact agent blacks out name, address and insurance number in copies for third parties. Classification Classification separates report, letter, prescription and form right in the inbox. Workspaces Workspaces separate practice, lab and billing and set the security level per area. Audit Center The audit center records who viewed, changed or exported which document and when.
Security and compliance
Patient data stays in the EU.
Health data belongs to the special categories of personal data. Processing, access and sharing stay verifiable.
EU data centerISO 27001SOC 2 Type IIGDPR
Security and compliance Location
Processing in our own EU data centers, no US cloud.
Encryption
AES-256 at rest, TLS 1.3 in transit.
Access
Compliance workspace level with roles and approvals, separated per area.
Log
Every access and every export with user, timestamp and document in the audit trail.
Questions about medical records
What you should know before you start.
Do I need a template per laboratory?
No. The agent reads labels and context inside the report, not fixed positions. A new laboratory with its own report layout runs along without any setup.
Are handwritten entries recognised?
Handwriting on forms and notes is read and returned with a confidence value per field. Illegible passages are not guessed, they are marked for review.
Does PaperOffice make medical judgements?
No. What is extracted is what the document says: values, units, reference ranges and the flags noted there. The medical assessment stays with your staff.
How does the data reach our practice or hospital system?
Through an export as CSV or JSON, through the REST API or through a workflow that hands checked fields over. You describe once, in plain words, which fields you need.
How do you protect patient data from unauthorised access?
Documents live in workspaces with their own security level and roles. Processing and filing stay in EU data centers, and every access and export is logged.
Can we share records in anonymised form?
The Redact agent creates a copy without name, address, date of birth and insurance number, with a preview and a report of what was blacked out. The original stays untouched.
What about the existing paper archive?
Older holdings can be read in batches: whole folders or scan stacks at once, assigned to the patient file exactly like the daily post.
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faster processing
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Printing & Packaging "Technical documentation and order processing now run fully automatically."
Industry & Manufacturing "Digitization has revolutionized our administration. Citizen inquiries are now processed in minutes instead of days."
Public Administration "Patient records, medical reports, and referrals are automatically captured and classified. Our practice team finally has time for their patients."
Health & Medicine "8,000 employees and thousands of guest documents every day. PaperOffice has completely digitized our back-office processes."
Hospitality & Entertainment "Loan applications and compliance documents are now processed in minutes instead of hours. The regulatory review is fully automated."
Regional Bank "Construction project documentation and compliance are now digital and traceable."
Construction & Real Estate "Check-in forms, invoices, and guest communications are fully digital. Our concierge team now focuses on providing excellent service."
Hospitality & Tourism "Gas station billing, supplier documents, and compliance records from over 250 stations are automatically processed and archived."
Energy & Gas Stations "GMP-compliant documentation for pharmaceutical functional labels is now fully automated. Audit trails are seamless and instantly accessible."
Pharma & Labels "Blueprints, permits, and customer files for our wooden houses are now managed centrally. After six generations, we are finally paperless."
Construction & Timber "Supplier contracts, certificates, and customs papers for hundreds of roasteries worldwide are automatically captured and assigned to the correct product."
E-Commerce & Retail "Temperature logs, CMR waybills, and food certificates are automatically scanned and assigned to the order. Misallocations are a thing of the past."
Logistics & Transport "Heavy transport permits, route plans, and project documentation are now instantly accessible digitally. No more searching through folders."
Logistics & Transport "Customs documents, warehouse receipts, and shipping orders for our Eastern European network are automatically classified. Four generations of logistics, finally digital."
Logistics & Transport "Printing specifications, customer approvals, and material certificates are now accessible centrally. The production error rate has dropped to near zero."
Printing & Packaging "Sustainability certificates, supplier contracts, and customer specifications are processed automatically. Swiss precision, now also digital."
Packaging & Labels "Building permits, subcontractor contracts, and acceptance protocols for our commercial properties are now fully documented digitally."
Construction & Real Estate "Purchase agreements, exposés, and customer files from over 30 years of market leadership are now digitally searchable. Every agent finds everything in seconds."
Real Estate & Management "Ocean freight documents, customs declarations, and bills of lading are automatically captured. Baltic Sea logistics has never been so efficient."
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E-Commerce & Packaging "Pathology lab documentation and device certifications are now fully automated. Seamless traceability for every specimen."
Laboratory & Medical Technology "Loan documents, security papers, and customer correspondence are processed in minutes instead of hours. The regulatory review is seamless."
Regional Bank "Technical specifications, quality certificates, and recycling protocols for our steel production are central and instantly accessible."
Steel Construction & Industry "Pharma and cosmetic label specifications with regulatory requirements are automatically checked and approved. No more manual checklists."
Pharma & Labels "KYC documents, investment reports, and regulatory filings are classified in seconds. As an MAS-regulated robo-advisor, seamless compliance is essential."
Fintech & Wealth Management "Safety data sheets, transport permits, and ADR documents for chemical logistics are automatically assigned. Zero tolerance for errors."
Logistics & Transport "Certificates of authenticity, supplier records, and customer warranties for our pearl collections are automatically archived and instantly accessible."
Luxury & Jewelry "SME loan applications, security documents, and regulatory reports are automatically classified. Our advisors have more time for customer consulting."
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E-Commerce Logistics "CNC manufacturing protocols, material certificates, and customer specifications for oil, gas, and aerospace projects are now fully documented digitally."
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Specialty Steel & Industry "Weld seam protocols, structural calculations, and project plans are managed digitally. Our workshop teams have access in real time."
Steel Construction & Manufacturing "Aerospace certificates, CNC programs, and customer tolerances are automatically classified. AS9100 compliance has never been easier."
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Fintech & Payments "Harvest documentation, export certificates, and quality protocols for our high-altitude Malbecs are automatically archived. 120 years of winemaking tradition, now digital."
Premium Winery "Millions of user verifications and regulatory documents are processed fully automatically. Scaling without paper."
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Fintech & Payments "Organic certificates, supplier audits, and product labels for thousands of natural products are automatically checked and archived."
E-Commerce & Organic "Regulatory documents from 33 African countries, partner contracts, and audit trails are managed fully automatically. An enterprise DMS for a $3 billion fintech."
Fintech & Payments "Prescriptions and medication management now run fully automatically. More time for our patients."
Pharma & Healthcare "Centuries-old documents are now digitally searchable. A milestone for our historical archives."
Religious Institution "Our caregivers finally have more time for residents instead of paperwork."
Care & Health "500,000+ records digitized. Our deputies now find all information instantly."
Government & Administration "Patient records management is now a breeze. Everything automatically captured and archived."
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Estate Services "Digital property management for all our residential complexes. Tenants and owners are thrilled."
Real Estate & Management "With PaperOffice, we have accelerated our invoice processing by 99%. The AI automatically recognizes all relevant data and assigns it correctly."
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Trades & Crafts "The documentation of our care services is now digital and automated. More time for our patients."
Care & Health "Technical drawings, bills of materials, and quality protocols are instantly searchable. A search that used to take 30 minutes now takes 30 seconds."
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Tax Advisory & Legal "Project documentation, SLAs, and customer communication for our IT consulting projects are automatically classified and archived."
IT & Consulting 30sec
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