How to transform your paper-based data capture into a smooth paperless process

The last two years were an extreme challenge to healthcare organizations all over the world. COVID-19 forced digital transformation in every industry. Healthcare and clinical trial providers make no difference. They had to move rapidly going from thousands of papers and physical visits to telehealth, virtual consultations and electronic health records. Now more than ever, healthcare providers need to be able to adapt quickly to the ever-evolving digital world. Patients now expect digital-first experiences, streamlined data access, and shorter wait times to see providers.

Whether you are a large hospital or a small medical office, your ultimate goal is to improve patient engagement, outcomes, and satisfaction. Curating a streamlined and positive patient experience starts with your internal processes, efficiencies, and tools. Are you still using paper or other outdated processes and systems to manage patients? If so, it is time to update your tech stack with solutions that can help you automate workflows from start to finish.

In today’s post, we will explain how Metaforms can transform your paper-based processes and enhance data analysis.

Traditionally, patient intake information was completed by pen and paper. Once a patient completed their forms, the front office staff was then responsible for filing or transcribing those documents into the patient’s chart. This was time consuming and tedious process for both patients and clinicians. Metaforms with its advanced AI based capabilities can transform this process easily.

The solution goes beyond simple document digitization. Metaforms AI based tool recognizes the patient’s data from existing paper forms and automatically creates and electronic record. This way you don’t have to manually input old captured data in the system.

How we do that?

Follow these few easy steps to optimize your paper-based processes

All you need is а Mеtaforms account, paper forms to digitize and a phone or scanning machine.

Scan your forms

The first you would need to do is scan or take a photo of all paper forms you would like to digitize.

Let the AI make its magic


After uploading your file in the system, it will be processed by the Metaforms AI tool, which will recognize and transpose every part of your paper form in a corresponding digital one. As a result, you will get a digital template of your document ready to go. In addition, the system will extract all data points as structured data and will make records in the system ready to be used in analysis.

Customize your template form – optional

Now you can completely customize the form’s layout with a wild range of elements such as text areas for open questions, check boxes for multiple choice answers, date and signature fields, image, and file upload, etc. Digital forms can be equipped with dynamic fields and simple logic, to guide data input, enforce data capture rules, and ensure forms are completed accurately and completely prior to submission. For example, you can define whether form fields are visible or editable by users, and create rules and dependencies for each field. In addition, form fields can be made dynamically “required” in response to data input, meaning that if a patient indicated they were experiencing a specific symptom, an additional field prompting them for further information could be made mandatory for them to complete.

Alter data model – optional

Data models represent groups of data points that help collect and analyze data. They can consist of unlimited fields of different types such as string, date, number, etc. For each field of the forms, we need to have a corresponding data field with a specific data type. Data models are essential for a customizable analytic layout where data results can be split and displayed in several grids.

Collect data and analyze it

One of the main advantages of Metaforms AI based form digitization is the capabilities for extraction of patient’s data from existing paper forms and systemizing it into visual reports. Moreover, you can customize data analysis to completely suit your business needs or filter reports based on a specific data attribute, like gender, location, age, etc.

If you would like to learn more about Metaforms’ capabilities or discuss a specific scenario, contact us directly or book a demo.