Print Capture

The Problem

The organization’s staff needed to generate and assemble complex documentation packets for patient transfers, payer requests, and referral coordination. Unfortunately, their workflow relied on manual printing and physical assembly from multiple systems:

• Staff printed documents from the EMR, portals, and web-based payer tools, then scanned them back into shared folders.
• Information was often scattered across desktops and network drives, creating version control issues and HIPAA exposure risks.
• Building each packet required copying, merging, and renaming files — a tedious process that varied by user and department.
• Delivering completed packets involved manual uploads to portals or fax machines, with little traceability once sent.

The result: hours of administrative work, inconsistent delivery formats, and no unified audit trail for compliance verification. Leadership wanted a faster, more secure way to capture information and build packets digitally — without disrupting existing applications or workflows.

The Solution

We implemented ActivePRINT, an intelligent print-capture and digital packet-assembly solution that turns any document output into secure, electronic images — instantly and consistently.

How It Works

1. Print Capture from Any Source: Users simply “print” from any desktop or web-based application to the ActivePRINT virtual printer. The system captures the print job as a secure, digital image — no paper, no unsecured PDFs.
2. Session Management: Users can manage a “session” containing multiple documents from different applications or print streams. Items are tagged, categorized, and grouped into a single digital packet.
3. On-Demand Packet Assembly: Packets can include letters, forms, scanned documents, uploaded images, and faxes. The user reviews and finalizes the packet in seconds — no manual merging required.
4. Automated Delivery & Integration: Completed packets are electronically released to designated workflow destinations: payer portals, EMRs, case management systems, or follow-up work queues. The system maintains a complete audit trail of what was sent, to whom, and when.

Common Use Cases

• Automating payer documentation responses (request for additional documentation, claim reviews, provider inquiries)
• Simplifying patient transfers to long-term care or hospice facilities
• Capturing referral partner submissions electronically
• Triggering downstream workflows or automated responses through system integration

The Impact / Results

Operational Efficiency

• Reduced manual document handling by over 80%, eliminating print-and-scan loops.
• Users now assemble packets in minutes instead of hours, directly from their desktops.
• Consistent delivery formats across all departments ensure faster review and fewer rejections.

Security & Compliance

• No more unsecured PDFs or desktop file copies — every transaction logged in a full audit trail.
• HIPAA-compliant digital routing replaces physical mail or fax transfers.

Scalability & Flexibility

• Works across all applications — EMRs, payer portals, and legacy systems — without integration complexity.
• Supports remote and hybrid workforces by enabling secure digital collaboration.

Business Outcome

The health system transformed packet assembly from a fragmented, paper-based process into a real-time, on-demand digital workflow, enabling faster communication, better compliance, and measurable productivity gains.