BillCapture
Nobody should be keying medical bills in 2026.
BillCapture reads scanned medical bills, validates what it finds, and imports the data straight into your bill review platform — roughly 10x faster than manual keying with about 98% fewer entry errors.
The problem
Manual keying is a bottleneck disguised as a job.
Entering data from scanned bills by hand is:
- Time-consuming and labor-intensive
- Prone to human error and transcription mistakes
- A processing bottleneck that delays claim resolution
- Dependent on extensive staff training and oversight
And it scales badly. When volume spikes, the only lever is more people — which takes weeks to hire and train, by which point the spike has moved.
Faster than manual data entry
Fewer manual data-entry errors
Absorb volume swings without adding staff
How it works
Four steps from mailroom to adjudication.
- 01
Scan & capture
Bills arrive however they arrive — mail scanning, client mailroom scanning, fax, email, or secure SFTP, as paper CMS-1500 and UB-04 forms or as EDI 837 files. Everything is converted to a digital format for processing.
- 02
Intelligent extraction
Document recognition reads the bill — CMS-1500 and UB-04 alike — and extracts provider details, service codes, charges, dates of service, and patient information. Bills that already arrive as EDI 837 skip straight to validation.
- 03
Automated validation
Claim verification, provider matching, NPI validation, duplicate detection, and jurisdiction checks all run before anything is imported.
- 04
Seamless import
Validated data lands in your bill review software ready for adjudication against state fee schedules — with savings opportunities identifiable immediately.
Validation
Extraction is the easy half.
Reading a bill is straightforward. Knowing whether what you read is trustworthy — the right claim, the right provider, not a duplicate — is what determines whether automation saves money or creates a new class of error.
- Claim verification
- Validates claim numbers and confirms bills match existing claims in your system
- Provider matching
- Matches providers against your existing database using multiple data points, not just a name
- NPI validation
- Verifies National Provider Identifier numbers against official registries
- Duplicate detection
- Identifies and flags duplicate bills before they become overpayments
- Provider classification
- Categorises providers by type and specialty so the right fee schedule applies
- Geographic validation
- Verifies provider ZIP codes and location data for accurate geographic pricing
- Detailed reporting
- Validation and error tracking reports, so no bill quietly disappears
Your platform
Built into the system you already run.
Capture is the same wherever the data ends up. The import is not — every bill review platform takes data its own way, so that part is built to your system rather than bolted onto it. If your platform can accept data, the path into it is something we build.
- Enlyte SmartAdvisor®
- CompIQ
- Prime Renovo
- Startacare
- or whatever you run
FAQ
Questions we get asked about bill intake
- What is KFI in bill review?
- Key From Image — somebody reading a scanned medical bill on screen and typing the data into the bill review system by hand. It is the last manual step in an otherwise automated process, and it is usually the step that sets how many bills a day a program can handle.
- Which bill formats can be read automatically?
- CMS-1500 and UB-04, the two forms almost all medical bills arrive on, whether they come in as scanned paper, fax, email attachments or secure SFTP. Bills that already arrive as EDI 837 files do not need reading at all and go straight to validation.
- What happens when a provider specialty is wrong?
- Specialty decides which fee schedule applies, so a wrong specialty is not a data error somebody corrects later. It produces a wrong allowed amount, a wrong reduction and a wrong payment, and nothing downstream flags it because the wrong fee schedule was applied correctly. That is why specialty is validated before import rather than after.
- Does this work with our bill review platform?
- Capture is the same wherever the data ends up. The import is not — every bill review platform takes data its own way, so that part is built to your system. If your platform can accept data, the path into it is something we build.
- Do you need our real bills to show us how it works?
- No. We work from sample data — a realistic mock-up of your bill structure — and never ask for live claims or PHI to demonstrate anything.
- How is this different from generic OCR?
- Reading a bill is the straightforward part. Knowing whether what you read is trustworthy is not. Every extracted bill is checked against the claim, the provider record, the NPI registry, the provider specialty and prior bills for duplicates before anything is imported — which is the difference between automation that saves money and automation that creates a new class of error.
How many bills are keyed by hand each week?
If you know the number, you already know whether this is worth a conversation. No deck — we look at how your bills arrive today and what could be captured without anyone keying it. Sample data only; we never ask for PHI.