AI-Driven Revolution in Healthcare Data Transcription: A Success Story of Automation and Efficiency

Last updated: May 17, 2023 3 min read

The Challenge

The world of healthcare is a sea of data that is constantly flowing. Ensuring this information is correctly transcribed and processed is crucial, but it can take time and effort. A prominent healthcare provider focused on CPAP therapy was grappling with this challenge. Every day, they received over 50 faxes from various medical facilities, filled with vital patient data that had to be transcribed manually. This process was labor-intensive, requiring a team of contractors to handle and time-consuming, taking hours to complete. Transcribing these faxes was a critical step in processing orders, but the slow pace was a bottleneck, impacting efficiency and productivity.

The Solution

An innovative solution was crafted using Microsoft Power Automate and AI (Artificial Intelligence) technologies to combat this issue. When an email with a fax was received, a custom Power Automate flow was triggered, automatically detecting, and moving the fax to a specific SharePoint folder. This action initiated another flow that used Microsoft AI Form Recognizer to transcribe the faxes. This transcribed data was then pushed to a SharePoint list, and an alert was sent to an internal transcriber.

This transcriber could view the data and the PDF side by side in a Power App, ensuring its accuracy. They could also edit the data if necessary and mark the record for retraining, allowing for continuous improvement of the AI model's accuracy.


The Results

Our solution brought about a significant transformation in the healthcare provider's operations. The time taken to transcribe faxes was reduced by an impressive 93%, translating into annual savings of over $100,000 for the company. This efficiency also allowed their staff to focus on processing orders, leading to a 20% increase in sales and a 43% reduction in order time.

Technologies Used

  • Microsoft AI Form Recognizer: This technology was used to extract data from faxes.
  • Microsoft Power Automate: This helped automate data movement to SharePoint and pushed data to AI models.
  • OpenAI GPT-3.5: This was used to analyze and categorize emails.
  • SharePoint/Microsoft Lists: This was used to store data.


Are you also looking to streamline your business processes and achieve comparable results? Our team of Microsoft 365 Engineers and consultants is here to help. We specialize in creating customized solutions that leverage innovative technologies like AI and automation, just like we did for this healthcare provider.

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