AI Automation for Healthcare Practices
Your clinical staff should be caring for patients, not fighting paperwork.
Suburban healthcare practices in the Greater Chicago area spend 2-3 hours per day on administrative paperwork — patient intake, insurance verification, referrals, and compliance documentation. We automate the paper so your staff can focus on people.
The Challenge
Where healthcare businesses lose time every day.
Patient Intake Bottleneck
New patients fill out forms in the waiting room — or worse, you mail them ahead of time and hope they arrive filled out. Either way, someone on your front desk has to read handwriting, decipher abbreviations, and type everything into your EMR before the provider walks in. The patient waits. The provider waits. Everyone's frustrated.
Insurance Verification Delays
Verifying insurance eligibility and benefits before an appointment requires logging into portals, reading fax responses, and cross-referencing plan details. For a practice seeing 30 patients a day, that's hours of phone calls and portal navigation — often resulting in surprises at the point of service.
Referral Management
Referral letters arrive via fax, email, and patient hand-delivery. Each one needs to be read, patient information extracted, matched to your schedule, and a new chart prepared. Referrals fall through the cracks. Patients call asking why they haven't been scheduled. Referring physicians wonder if you received the fax.
Compliance & Documentation
OSHA logs, HIPAA documentation, credentialing paperwork, and regulatory filings accumulate throughout the year. When audit season arrives, your office manager drops everything else to compile records. Staying compliant feels like a full-time job on top of a full-time job.
Our Solutions
Automation built for how healthcare actually works.
Intelligent Form Processing
Patient intake forms — whether handwritten paper, fillable PDFs, or digital submissions — are read by AI and populated into your EMR automatically. Demographics, insurance info, medical history, and consent forms are all processed before the patient sits down.
- Reads handwritten and printed patient forms with high accuracy
- Populates EMR fields directly — Epic, athenahealth, eClinicalWorks, and others
- Processes consent forms, health questionnaires, and HIPAA acknowledgments
Automated Insurance Verification
Insurance card images and patient-provided plan details are processed automatically. Coverage is verified, copay amounts are confirmed, and any authorization requirements are flagged — all before the patient arrives for their appointment.
- Extracts member ID, group number, and plan details from insurance card images
- Verifies eligibility and benefits against payer databases
- Flags prior authorization requirements before the appointment
Referral Intake Automation
Incoming referrals from fax, email, or portal are read, classified, and patient data is extracted. New patient records are initiated in your EMR. Your scheduling team gets a clean, complete referral summary instead of a stack of faxes to decipher.
- Reads referral letters from any source — fax, email, portal, scan
- Extracts referring provider, patient demographics, diagnosis, and urgency
- Creates preliminary records in your EMR for scheduling team review
Compliance Document Management
Regulatory documents, credentialing paperwork, and compliance records are digitized, indexed, and filed automatically. When audit time comes, you search and retrieve instead of dig and compile. Expiration dates trigger automatic reminders.
- Digitizes and indexes all compliance-related documents
- Tracks expiration dates for licenses, certifications, and authorizations
- Generates audit-ready document packages on demand
How It Works
Real automation workflows for healthcare.
Patient Intake → EMR Entry
- 1Patient fills out intake form (paper, PDF, or online)
- 2Form is scanned or uploaded to the system
- 3AI extracts demographics, insurance, medical history, and consent data
- 4Fields are populated in the EMR, flagging any missing or unclear entries
- 5Front desk reviews the pre-filled record — confirms and saves in under a minute
Insurance Card → Eligibility Verification
- 1Patient provides insurance card (scan, photo, or photocopy)
- 2AI extracts member ID, group number, payer, and plan details
- 3System verifies eligibility and retrieves benefits summary
- 4Copay, deductible status, and auth requirements are flagged
- 5Verification result is attached to the appointment record
Fax Referral → Scheduled Appointment
- 1Referring provider sends referral via fax or portal
- 2AI reads the referral letter and extracts patient info and clinical details
- 3New patient record is initiated in the EMR with referral data
- 4Scheduling team receives clean referral summary with urgency flag
- 5Acknowledgment is sent to referring provider automatically
Real Results
Numbers that matter.
Why Node Harbor
We're your neighbors, not a remote vendor.
Schaumburg, Elk Grove Village, Addison, and the surrounding suburbs are home to hundreds of medical practices, dental offices, physical therapy clinics, and specialty care providers. Most are small — 3 to 30 staff — and run on tight margins where every hour of administrative time matters. These practices can't afford dedicated IT departments or six-figure software implementations, but they're drowning in the same paperwork as large hospital systems. We're based in Elk Grove Village and we serve the healthcare practices that serve this community. We build automation that fits the scale of a suburban practice — practical, affordable, and HIPAA-compliant from day one.
FAQ
Common questions about healthcare automation.
Ready to eliminate the paperwork?
30 minutes. No commitment. We'll review your current document workflows and identify the highest-impact automation opportunities for your healthcare operation.
Based in Elk Grove Village, IL — serving the entire O'Hare corridor and Chicago western suburbs.