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We capture what arrives from every channel, refine it into usable EHR content, manage it on secure platforms and automate the work around it.
The short answer
DataBank helps hospitals and health systems modernize the outside records, migration and intake work their HIM, IT and clinical operations teams run on. We capture documents from every channel, refine them into usable EHR content, manage records on secure platforms, and automate the workflows that use them, so your staff spend their time on care, not paperwork.
Healthcare provider document management is how a hospital or health system captures, classifies, indexes and delivers the outside records, legacy content and intake packets behind its operations, so they’re usable in the EHR without manual splitting and re-indexing.
What health systems are up against
Record volume keeps rising while the workforce that processes it by hand is shrinking.
Inside most HIM and intake operations
A fax arrives overnight with several patients and document types merged into one file, and an HIM staffer has to split it apart and figure out what each page is before anyone can file it. An IT team evaluating a new content platform like Epic Gallery finds the same document type labeled four different ways across four departments, with no realistic way to standardize years of content by hand before a single document moves.
Meanwhile, a referral or prior authorization packet arrives by fax, gets split and routed by hand, and lands in the wrong queue, while the clock on a time-sensitive request keeps running.
52% of HIM departments report unfilled positions today, and a separate 2023 survey found 64% report being understaffed, which means the backlog grows faster than any hiring plan can keep up with.
Source: AHIMA, NAHDA health information workforce surveys.
Why DataBank
A real, named engagement already shows what disciplined document handling does for a health system processing millions of documents a year.
Mid-Atlantic Healthcare System processes roughly 9 million documents a year, reaching 98% indexing accuracy and $7.9M in projected annual savings.
Our document processing integrates with EHR platforms including Epic and Oracle Health (Cerner), delivering standardized content directly into the systems care teams already use.
Role-based access aligned to HIPAA’s minimum necessary standard, with a full audit trail from intake forward.
What we do
We work in four connected areas: we capture information from every channel, refine it into trusted data, manage it on secure platforms and activate it through workflow and integration. Together they form the content foundation between your intake channels and your EHR.
We capture outside records, legacy archives and intake packets arriving as fax, eFax, portal, email and scans through one managed intake process.
Medical records scanning services →We classify document types and apply consistent indexing rules, splitting mixed packets and merged PDFs into the right records.
Data refinement services →Only genuinely uncertain items route to the right reviewer, with a full audit trail, not every record that arrives.
Content management solutions →We deliver standardized, indexed content directly into your EHR and existing work queues, ready for clinical use.
Workflow and automation →Challenges we solve
We solve the document and data problems that slow HIM teams, platform migrations, and referral and prior authorization intake. Start with the challenge closest to yours.
Health Information Management
Outside records flood acute and ambulatory care organizations from every direction, often as mixed packets and merged PDFs, creating rework for HIM teams.
Explore standardize and automate outside records indexing →Legacy System Migration
Content spread across legacy or complex ECM tools, archives and file shares with inconsistent document types and indexing stalls Epic Gallery and other platform migrations.
Explore migrate from legacy document management systems →Referral and Prior Authorization
Inconsistent, multi-document fax bundles create delays, misroutes and daily backlog pressure for referral and prior authorization intake.
Explore accelerate referral and prior authorization intake →By role
A healthcare provider modernization decision crosses HIM, IT, clinical operations, compliance and leadership. Each role starts with a different question.
HIM Director / Health Information Management leadership
What you’re weighing
Whether the department can keep pace with record volume without growing headcount, and whether indexing is consistent enough to trust.
How DataBank addresses it
We take packet splitting, typing and indexing off your staff’s desks, so your team reviews only the exceptions that actually need a person.
Find the challenge closest to your program →IT and EHR integration leads
What you’re weighing
Integration effort, and whether this replaces or connects to the EHR already in production.
How DataBank addresses it
We integrate with your EHR, including Epic and Oracle Health (Cerner), and your existing intake channels; we don’t replace them.
Talk to a healthcare specialist →Referral and patient access operations
What you’re weighing
Whether packets reach the right queue on the first pass, and whether cycle time is predictable enough to plan around.
How DataBank addresses it
We take packet splitting, classification and routing off your staff’s desks, so work lands in the right queue the first time.
Talk to a healthcare specialist →Compliance and privacy officers
What you’re weighing
Whether PHI moving across teams and systems stays traceable, and whether access stays limited to the minimum necessary.
How DataBank addresses it
Every record carries a full audit trail from intake forward, with role-based access that supports HIPAA’s minimum necessary standard.
Read about security at DataBank →Executive sponsors
What you’re weighing
Whether reducing HIM and intake rework is worth the investment, given how hard HIM roles are to fill right now.
How DataBank addresses it
A health system processing roughly 9 million documents a year moved from $1.50 to $0.68 a document and projected $7.9M in annual savings with this same approach.
See how it’s worked →Health system experience
A real DataBank engagement with a Mid-Atlantic health system shows what automated indexing does at scale, across HIM, migration and intake work.
Mid-Atlantic Healthcare System
Indexing accuracy
Processing roughly 9 million documents a year, this health system replaced manual indexing with DataBank’s AI-powered document processing, reducing unit cost from $1.50 to $0.68 per document and projecting $7.9M in annual savings.
DataBank infrastructure
DataBank’s document processing integrates with EHR platforms including Epic and Oracle Health (Cerner), delivering standardized content directly into the systems care teams already use.
Security and compliance
Records stay under documented custody from receipt to the governed EHR-ready file, with access controls, audit trails and retention enforced on the platform.
Chain of custody
Every handoff logged, paper and digital, from receipt to the governed EHR-ready record.
Access controls
Role-based permissions aligned to HIPAA’s minimum necessary standard, so staff see only what their role needs.
Audit trails
Every view, edit and routing step recorded, for both routine review and compliance audits.
Retention
Retention schedules applied on the platform and enforced by rule, matching your organization’s policy.
Hosting
Your platform, your cloud tenant or The DataBank Cloud, agreed with your IT team at scoping.
Frameworks and certifications
Platforms and partners
We integrate with EHR platforms including Epic and Oracle Health (Cerner), and we lead with Hyland OnBase and Box for broader content management, alongside Microsoft, Amazon Web Services, Esker, Jadu, Kyocera, PageIQ and The DataBank Cloud.
See our technology network →Next step
A guided working session to clarify your outside records, migration or intake workflow, define success metrics, and recommend the right next step.
Start with a Custom DemoFAQ
We solve the records problems that slow HIM teams, IT-led platform migrations, and referral and prior authorization intake at hospitals and health systems.
No. Your EHR stays the system of record. We integrate with it, including Epic and Oracle Health (Cerner), rather than replacing it.
Yes. Epic Gallery is one real target platform this applies to, since Gallery’s own matching and duplicate-detection tools depend on clean document types and metadata arriving with the content. The same approach applies to any target content-management platform.
Every record carries a full audit trail from intake forward, with role-based access that supports HIPAA’s minimum necessary standard.
Start with the records problem closest to what you’re measured on: HIM rework, a pending platform migration, or referral and prior authorization backlog. That becomes the pilot, and the same foundation extends to the next program.
Start with this week
Bring your intake channels, your current EHR and where processing actually stalls. We’ll map it in a guided working session and recommend the right next step.
Start with a Custom Demo