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From 2,000 paper records to a patient base ready to reactivate
A clinic with 2,000 paper records, up to 19 pages each, and practice-management software that could not remind or segment anyone because it had no data. The alternative on the table was 8–10 months of data entry. We designed a system where the front desk photographs the record, AI extracts the data, a person verifies it and the practice software receives it. The goal is a list of patients to reactivate.
TeamSingle site (clinical director, specialists, hygienist, front desk)CitySpainDuration8–12 weeks, at the pace of the front deskStatusDesign case · proposal
Estimate based on figures declared by the client. Not a measured result.
8–10 months → 8–12 weeksto digitise 2,000 records
1–2 min per recorddone in the idle moments of the front desk
≈ €12,000–15,000of data-entry labour cost avoided
A small fractionof the 2,000 records, reactivated, is enough to cover the investment
Before / after, projected
Digitising the archiveData entry, 8–10 months part-time8–12 weeks, 1–2 min per record
Patient dataPaper, up to 19 pagesFields with their source page; ID, contact and last visit verified 100%
Who has not visited in 2+ yearsGoing through records one by oneFiltered list with phone and pending treatment
Software reminders and campaignsNo data to run onSwitched on with last visit and pending treatment
Tasks and quotes of the dayExcel and memoryPrioritised list, each task with its why
Management's viewNoneWeekly summary by WhatsApp
System agents
01CaptureA mobile mini web page photographs the record and uploads it to Drive, no scanner needed.
02Record extractorPulls last visit, treatments done and pending, contact details and alerts, each datum with its source page.
03Verification queueID, contact and last visit are checked 100%; the rest by sampling. Doubts go to a queue.
04Import generatorPrepares the import file, the PDF of each record and the reactivation list.
05Day organiser (optional)Tasks and quotes ordered for the front desk and a weekly summary for management.
Starting point
- 2,000 paper records, up to 19 pages each.
- Last visit and pending treatment cannot be looked up without opening the record.
- The practice software could not segment or remind anything that was not loaded.
- Alternative proposed by third parties: 8–10 months of data entry, with the record still on paper.
Estimated impact
Data entry: 8–10 months part-time≈ €12,000–15,000 of labour cost (Astor estimate).
Recovery threshold: it is enough for a small fraction of the 2,000 records to return to treatment, as reactivated or new patients, to cover the investment.
Estimate based on figures declared by the clinic. Not a measured result.
«I want to reach patients and have the day sorted.»Clinic management
How the human decides
A person verifies every key datum before it is loaded. Messages to patients go out from a single sender. The system does not touch the appointment book or the clinical record.
Client published anonymously.
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