Patient records (UK) — document capture template

Health records scanning for NHS and private providers: referral letters, clinic letters, discharge summaries and consent forms are indexed by NHS number (with check-digit validation), patient name, date of birth and document date, ready for the patient record system.

At a glance


Region	UK
Industry	Healthcare
Document types	Referral letter, Clinic letter, Discharge summary, Consent form, Other clinical correspondence
Workflow	Scan → OCR, separation & classification → Classification → Extraction & validation → Index / Validate → Double-key verify → PDF generation & export
Straight-through processing	No — every batch is checked on screen
Separation	separator sheets, each file
Output	PDF/A (archival) with XML data
Dates read as	dd/MM/yyyy, d/M/yyyy, dd-MM-yyyy

Use this template

Go to Batch Setups and choose New Batch Setup.
Filter by UK or search for "Patient records (UK)", select it and choose Next.
Name the Batch Setup, choose the export folder and create it.
Try it with a few of your own documents on the Test tab, adjust fields and rules, then publish it — see Test a Batch Setup and Versions and publishing.

Batch fields

Entered once per batch, for example on the Scan screen.

Field	Type	Required	Found by	Checks
Batch reference	Text		entered by the operator

Document types and fields

Referral letter

Recognised by words such as "referral", "dear doctor", "referring".

Field	Type	Required	Found by	Checks
NHS number	Text	Yes	pattern in the text	NHS number
Patient name	Text	Yes	label "Patient", "Patient name", "Name"
Date of birth	Date	Yes	label "DOB", "Date of birth", "D.O.B."	Not in the future
Postcode	Text		pattern in the text	UK postcode
Document date	Date	Yes	label "Date", "Letter date", "Date of discharge"	Not in the future
Clinician / consultant	Text		label "Consultant", "Clinician", "Doctor"

Clinic letter

Recognised by words such as "clinic", "outpatient", "seen in clinic".

Field	Type	Required	Found by	Checks
NHS number	Text	Yes	pattern in the text	NHS number
Patient name	Text	Yes	label "Patient", "Patient name", "Name"
Date of birth	Date	Yes	label "DOB", "Date of birth", "D.O.B."	Not in the future
Postcode	Text		pattern in the text	UK postcode
Document date	Date	Yes	label "Date", "Letter date", "Date of discharge"	Not in the future
Clinician / consultant	Text		label "Consultant", "Clinician", "Doctor"

Discharge summary

Recognised by words such as "discharge summary", "date of admission", "date of discharge".

Field	Type	Required	Found by	Checks
NHS number	Text	Yes	pattern in the text	NHS number
Patient name	Text	Yes	label "Patient", "Patient name", "Name"
Date of birth	Date	Yes	label "DOB", "Date of birth", "D.O.B."	Not in the future
Postcode	Text		pattern in the text	UK postcode
Document date	Date	Yes	label "Date", "Letter date", "Date of discharge"	Not in the future
Clinician / consultant	Text		label "Consultant", "Clinician", "Doctor"

Recognised by words such as "consent form", "I consent", "patient agreement".

Field	Type	Required	Found by	Checks
NHS number	Text	Yes	pattern in the text	NHS number
Patient name	Text	Yes	label "Patient", "Patient name", "Name"
Date of birth	Date	Yes	label "DOB", "Date of birth", "D.O.B."	Not in the future
Postcode	Text		pattern in the text	UK postcode
Document date	Date	Yes	label "Date", "Letter date", "Date of discharge"	Not in the future
Clinician / consultant	Text		label "Consultant", "Clinician", "Doctor"

Other clinical correspondence

Used for documents that match no other type; operators can also choose it in Classification.

Field	Type	Required	Found by	Checks
NHS number	Text	Yes	pattern in the text	NHS number
Patient name	Text	Yes	label "Patient", "Patient name", "Name"
Date of birth	Date	Yes	label "DOB", "Date of birth", "D.O.B."	Not in the future
Postcode	Text		pattern in the text	UK postcode
Document date	Date	Yes	label "Date", "Letter date", "Date of discharge"	Not in the future
Clinician / consultant	Text		label "Consultant", "Clinician", "Doctor"

Adapt it to your documents

Add or rename fields and change how they are found: Fields and data extraction, Finders and zones.
Improve document type recognition: Document classes and classification, Samples and classifier training.
Send the documents and data to your systems — folders and servers, SharePoint, Google Drive and other cloud drives, S3, document management (FileNet, Alfresco, M-Files, DocuWare), SAP, Dynamics 365, Salesforce, Xero, QuickBooks, SQL, REST or a C# script: Output and export, Cloud and business-system destinations.
Arrange the data entry screen: Screen designer.

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