Healthcare
Forward Deployed Engineering

Moving Clinical Document AI From Pilot to Production for a Healthcare Provider Network

A multi-site healthcare provider network processed referral and prior-authorization documents by hand, and its first GenAI pilot never reached production. Entrans Forward Deployed Engineers built a secure document AI pipeline inside the network's own cloud, integrated with its EHR.
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Challenge
Solution
The Outcome

The Challenge

High volumes of faxed and scanned documents were re-keyed by hand, and an earlier GenAI pilot could not pass security review or connect to the EHR.

Manual Document Intake

Referrals and prior-authorization forms arrived in inconsistent formats, so staff re-keyed patient and payer details into the EHR by hand, slowing intake across every site.

Pilot Blocked at Review

An earlier GenAI pilot could not pass security review or connect to the EHR, and any new solution had to protect patient data and keep a full audit trail.

The Solution

Entrans Forward Deployed Engineers worked inside the client's secure cloud environment with clinical operations, IT security, and compliance teams, from architecture to rollout.

Security-First Architecture

The pod designed the pipeline with IT security and compliance from day one, so it was built to pass review.

Document AI Pipeline

OCR and LLM extraction turn referrals and prior-authorization forms into structured data, and a payer-rules engine checks each request against its criteria.

EHR Integration

Extracted data flows into the EHR through FHIR and HL7 interfaces, removing manual re-keying.

Human Review Queue

Every output lands in a review queue for staff approval, and each step is logged for audit.

Validated Phased Rollout

Accuracy was validated on de-identified historical documents before a site-by-site rollout.

The Outcome

The network now runs document AI in production inside its own secure environment. Clinical staff stay in control of every decision, and the network has a governed foundation for automating more workflows.

Pilot to Production achieved inside the client's secure cloud environment.

Human-in-the-Loop Review maintained for every clinical decision.

Audit-Ready Traceability delivered across EHR-integrated intake workflows.

We have been working with Entrans for the last two years and they have played a key role in building our solution. Their expertise and professionalism were evident throughout the development cycle, and we were very pleased with the final product. They have shown enormous skill and vast domain knowledge and their IT expertise is reliable and trustworthy. We would recommend Entrans for anyone looking for quality IT services, delivered in a professional manner
Nikolay Prokopiev
Chief Executive Officer
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