Workflow Software - Automation

roject Brief: Workflow Software for Dental Claim Forms

We are looking to hire an experienced consultant/developer to help us identify, implement, and customize a workflow software solution that will streamline our dental claim submission process.

Context

Multiple dental clinics generate handwritten claim forms (including patient name, dentist name, and dental charting).

Forms are scanned at each location and sent to a central processing team.

The central team must enter form data into a government payment portal.

Sometimes, the government portal rejects a claim; these need to be routed back to the originating clinic with a note/explanation.

Objectives

Document intake: Allow multiple locations to easily scan and submit forms.

Processing & approval workflow: Central team reviews and enters claims into the portal.

Rejection handling: If a claim is rejected, system should send it back to the originating clinic with a note, and allow them to resubmit.

Tracking & audit trail: Ability to monitor status (submitted, processed, approved, rejected, resubmitted).

Cost-effectiveness: We are looking for practical, budget-friendly solutions (cloud or on-premise).

Deliverables

Recommend suitable workflow/document management software (could be off-the-shelf, open-source, or low-code).

Configure and customize the software to meet the workflow needs above.

Integrate OCR/ICR (if possible) to assist with reading handwritten data (optional, depending on feasibility).

Provide documentation and basic training for staff.

Skills Required

Experience with workflow/BPM software (e.g., Power Automate, Pipefy, Zoho Creator, Mayan EDMS, etc.).

Knowledge of document management and OCR tools.

Ability to design approval workflows and rejection loops.

Strong communication to recommend best-fit, cost-effective solutions.