Overlake
Overview
Overlake Medical Center processed 200+ faxes every day. Schedulers manually indexed each one — 15 minutes per document, 13,000 labor hours per year. Devblock built ClassiFax: a custom AI system that automated classification, extraction, and routing inside OnBase — cutting processing time by 66% and saving $500K annually.
Deliverables
AI Strategy & Architecture
Backend Development
OnBase Integration
Admin UI Build
HIPAA-compliant AI intake — Overlake saved $500K a year by automating patient check-ins, simplifying scheduling, and ditching fax machines.
The challenge
Overlake Medical Center processed over 200 faxes daily, requiring schedulers to manually index and transcribe each document — a 15-minute task per fax. This inefficient process led to 13,000 annual labor hours and over $80,000 in direct costs. With rising patient volumes and growing administrative pressure, Overlake needed a way to automate intake without disrupting their existing OnBase infrastructure or the workflows their teams depended on. Three things made this difficult: the volume of incoming documents was unpredictable, document formats varied widely, and any solution had to meet strict HIPAA compliance requirements. Manual review and metadata entry left too much room for error. The team needed a system that could classify accurately, flag exceptions for human review, and get smarter over time.
The solve
Devblock built ClassiFax — a custom AI-powered processing and workflow automation platform designed in close collaboration with Overlake's scheduling and IT teams. The system works in four steps: incoming FAX documents are cleaned and converted for automated processing, run through machine learning models to identify order type and imaging modality, verified by AI services that extract key order details, and returned as structured data for tagging, routing, and review inside OnBase. A lightweight Admin UI connects directly to a centralized database, giving schedulers full visibility to confirm, correct, or reclassify documents — without touching OnBase directly. Every correction feeds back into the AI engine, so the system gets more accurate over time. The result is a full-stack solution that removed repetitive manual work, met HIPAA, GDPR, and CJIS compliance thresholds, and set the foundation for Epic integration in Phase 2.
The impact
The results of Devblock's AI-powered ClassiFax solution were immediate and measurable. Overlake Medical Center reduced time spent processing each fax document from 15 minutes down to 5 — a 67% improvement in speed — while cutting manual labor by more than 66%, saving the organization 8,833 hours of staff time annually. That operational efficiency translated directly to the bottom line, with over $500,000 in annual cost savings from direct reductions in manual data entry alone. Transcription workload dropped by 50% as indexing became fully automated, and Overlake achieved ROI on their Epic integration by Phase 2 of the engagement. Equally important, the solution met all three critical compliance thresholds — HIPAA, GDPR, and CJIS — ensuring that every efficiency gain was matched by the data security and audit-readiness that a healthcare environment demands.
Marcus Hale
Head of Product, AURA
