Collect the inbox
Documents arrive as scans from reception, as PDFs from the practice mailbox, through connectors from existing drives or as photos from the mobile app. Classification separates letter, result, referral and consent form.
Industry healthcare
Read findings, don't retype. Filed with the right case.
Doctors’ letters, lab results, referrals and consent forms arrive by fax, post, email and portal.
PaperOffice reads them, attaches them to the right case and redacts them before anything is shared.
No credit card No template per sender Processing inside the EU
Trusted by leading companies worldwide
OEM PARTNERSHIP
Hardware giants choose PaperOffice exclusively.
How it works
From the fax to the right case.
Every medical document takes the same route: collect, read, attach to the case, protect.
Extract the content
AI-OCR reads body text, tables and handwritten notes. IDP agents pull specialty, diagnosis and finding entries, medication rows and case data exactly as they appear in the document.
Attach and protect
The document sits with the right case in the right workspace. For disclosure, second opinions or research the redact agent permanently removes personal details, with a preview before export.
Six ways into the record
- Web app Upload a document, check fields, attach the case.
- Batch Process scan batches and combined PDFs at once.
- Workflow Intake, review, notification and filing as a rule.
- Email intake Attachments from the practice mailbox land in the workspace.
- Connector Practice drives, SFTP and S3 stay your own storage.
- MCP Claude, ChatGPT and Cursor work with workspace permissions.
What this solution covers
From the doctors’ letter to the consent form.
Medical records are sensitive, come from many institutions and must stay findable for decades.
- Separate workspaces
Treatment, administration and archive stay apart, each with its own permissions, processing depth and retention period.
- Medical document types
Doctors’ letter, lab result, referral, discharge letter, surgery report, medication plan and consent form are recognised and read.
- Redaction before sharing
The redact agent permanently removes names, addresses and identifiers from the PDF, with a preview before export.
- Rules for the post room
Workflows route results to the treating staff, set follow-ups and file checked documents with the case.
- Human approval
Uncertain fields and sensitive cases go to a person before anything moves on or leaves the building.
- Search across the record
Semantic search finds letters and results without the exact keyword, and document chat answers with the source.
- Versions and logging
Every version is kept, and every access and redaction is logged with person and timestamp in the audit trail.
- Connection to your systems
REST API, webhooks and MCP hand structured fields and files to practice and hospital software.
What PaperOffice solves it with
Six building blocks, one case record.
In healthcare the same modules do the work as everywhere else on the platform, only with different document types.
AI-DMS The AI-DMS keeps letters, results and consent forms per case, with versions and retention periods. IDP Agents IDP agents pull specialty, diagnosis entries, medication rows and case data out as fields. Redact Agent The redact agent permanently removes patient details before records leave the building. Classification Classification separates letter, lab result, referral and consent form in the inbox. Workspaces Workspaces keep treatment, administration and archive apart and control who sees which record. Audit Center The audit center shows who opened, changed or approved which document, and when.
Security and compliance
Patient data stays in the EU.
Medical records are among the most sensitive data there is. Access, processing and sharing stay provable.
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, Compliance workspaces additionally with hardware encryption and HSM.
Access
Permissions per workspace, workspace password and two-person approval for especially protected areas.
Traceability
Every view, every change and every redaction is logged with person and timestamp.
Questions from practices and clinics
What you should know before you start.
Does patient data stay in the EU?
Processing and filing run in our own EU data centers. Alternatively the files stay on your own storage on site through storage mounts, and PaperOffice keeps only metadata, index and results.
Does the AI assign diagnosis codes itself?
No. Extraction takes diagnoses, codes and findings exactly as they appear in the document, with source location and confidence. Medical judgement and coding stay with your team.
How does anonymisation for research work?
The redact agent detects personal details and removes them permanently from the PDF. Before export you see every marked spot in a preview and can add or discard individual hits.
Are handwritten notes read?
AI-OCR reads handwriting and tables. Passages that are hard to read arrive with low confidence and are put up for review instead of quietly entering the record.
How do documents reach our practice software?
Through the REST API, through webhooks or through a workflow that hands fields and file to your system. Existing drives and mailboxes are attached by connectors, without copying files around.
Who may see which record?
Permissions sit on the workspace. Treatment, administration and archive can be separated, and workspace password plus two-person approval protect especially sensitive areas. Every access is logged.
What happens to legacy folders?
Existing folders can be processed as a batch or attached as a storage mount. Classification and extraction then run across the legacy stock without you moving a single file.
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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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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."
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Fintech & Wealth Management "Safety data sheets, transport permits, and ADR documents for chemical logistics are automatically assigned. Zero tolerance for errors."
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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."
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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."
Industry & Packaging "PaperOffice has become indispensable to our daily work. Orders, quotes, and invoices are now automated."
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."
Mechanical Engineering & Manufacturing "Client receipts, tax assessments, and annual financial statements are automatically sorted and assigned to the correct client. Receipt chaos is a thing of the past."
Tax Advisory & Legal "Project documentation, SLAs, and customer communication for our IT consulting projects are automatically classified and archived."
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