Requisition intake · From fax machine to workflow
SapienReq
Your intake team wasn't hired to retype faxes. So we stopped making them.
Faxed forms. Missing clinical info chased by phone, hundreds of times a day. Your team keeps that whole machine running by hand — SapienReq reads, validates, and routes requisitions in seconds, so they don't have to.
Healthcare still runs on paper.
Your intake team has been covering for it, by hand, for years.
01
Every req is manual work
Read it, decipher it, re-key it, chase what's missing. Multiply by hundreds a day. The remarkable thing isn't that errors happen — it's that your team catches as many as they do.
02
Paper errors compound downstream
A req the fax machine mangled turns into the wrong protocol, a bumped slot, a repeat call to the referrer. Nobody made a mistake; the medium did. But it's your people who spend the afternoon unwinding it.
03
Your best people are doing data entry
Trained staff spending their day transcribing faxes is the most expensive typing in the building — and the first thing they'd hand off if anyone gave them the option. We're the option.
How SapienReq works
Chaos comes in. Clean requisitions come out.
Whatever the format, SapienReq does the reading, checking, and sorting — so the only thing that reaches your team is a validated requisition and the handful of judgment calls that actually need them.
What comes in
Faxed forms
Phone-in requests
Scans & photos
Handwriting
Missing fields
SapienReq
01Reads & extracts every field
02Validates & flags what's missing
03Routes to the right queue
Working every requisition, around the clock
What your team gets
ExamCT chest
IndicationNodule follow-up
HistorySmoker, 30py
Fields captured8 / 8
Validated · routed to queue
Plus the exceptions — the ambiguous ones land on a person's desk, flagged and ready to decide.
Your team handles the judgment. SapienReq handles the rest.
SapienReq for Departments
The intake engine, running behind your team.
It handles the reading and re-keying that eats your team's day, and drops into the RIS you already run — no rip-and-replace. Your people stop transcribing and start supervising: the judgment calls, the exceptions, and the referrer relationships stay theirs.
Reads & extracts
Pulls structured data off faxes, scans, and photos automatically — the exam, the indication, the history, the referrer.
Validates & flags gaps
Checks each requisition for the fields you require and surfaces what's missing before it reaches the queue — not after a bumped slot.
Routes to the right queue
Sorts validated requisitions into your existing workflow, with anything ambiguous escalated to a person to decide.
Cuts 50–80% of manual entry
Per-requisition pricing with volume tiers — you pay for what you process, not for seats.
There's a SapienReq iPhone app, too.
For scanning a req on the move, fully on-device. We're building a significant update to it right now — the department engine above is where today's value is.
Private by architecture, not by policy.
In the department, your data lives in Canada: PIPEDA and provincial health-privacy compliant, with Canadian data residency, end to end. On the iPhone app, everything stays on the device — scans and notes never leave it.
The questions you should be asking.
Is this replacing our intake staff?+
No — it's replacing the worst part of their day. The transcription goes; the judgment stays. Someone still decides the exceptions, manages the referrer relationships, and catches the things no engine will — and now they have the time to do it. Departments don't run intake with fewer people; they run it with people doing the job they were actually hired for.
What happens when it can't read a requisition, or gets it wrong?+
It doesn't guess. Every extracted field carries a confidence level; anything below your threshold, or any requisition it can't fully read, is routed to a person to review rather than pushed through. Nothing enters your queue unverified — the engine's job is to do the reading, not to overrule your team's eyes on the edge cases.
How does it connect to our RIS? Do we have to replace it?+
No replacement. SapienReq drops into the RIS you already run and integrates through standard healthcare interfaces (including HL7). Rip-and-replace is how intake projects die; we don't ask for it, and we don't touch the systems that work.
How long does implementation take, and what does it ask of our team?+
Weeks, not quarters. We start with a look at your real requisition mix and the fields you require, run in parallel with your current process so nothing is at risk, and switch over only once your team is comfortable with what it's seeing. No year-long deployment, no clinical downtime.
Can it handle handwritten requisitions?+
Yes — we support handwriting, and it's a real part of the intake you actually get. The honest limit is the same one your team lives with: if a human can't read the chicken-scratch, a computer can't either. When handwriting is genuinely illegible, SapienReq flags it for review rather than inventing a value — the same call your staff would make, just made automatically.
Is there an audit trail? Who reviewed what?+
Every requisition keeps a record: what was extracted, the confidence, what a person changed, and who signed off. It's the documentation an accreditation or quality review asks for — and it's yours to report on by referrer, exam, and site.
What happens on a busy day — or if the service goes down?+
Throughput scales with your volume — peak-day surges don't back up the queue. And because SapienReq sits alongside your existing process rather than replacing it, your team can always fall back to manual intake without losing a requisition. It's an accelerant, not a single point of failure.
Where does the data live?+
In Canada. Canadian data residency, end-to-end encryption, PIPEDA and provincial health-privacy compliance. Your data is never sold, shared, or used to train anything outside your deployment.
What does it cost?+
Per-requisition, with volume pricing — you pay for what you process, not for seats. Most departments weigh it against the staff hours currently spent re-keying and chasing incomplete requisitions; we're happy to run that math with you on your real volumes.
Being in your corner doesn't stop at intake. SapienProtocol catches the wrong exam before it's ordered. SapienBilling makes sure you're paid for all of it.
Watch it read a req.
Bring your worst requisition — the crumpled, faxed one your team passes around as a dare. A 15-minute demo, and we'll process it live. Bring the intake team; they'll have the best questions.
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