The challenge
Referrals arrived as scanned PDFs, were printed for signature, scanned again and filed. Finding a signed consent form meant searching a shared drive.
Objectives
- Capture referrals digitally at source
- Get signatures without printing
- File documents against the right record automatically
- Make historic documents findable
What we built
A Zoho Forms intake connected to Sign for signatures and Flow for routing, so a referral is captured, signed and filed against the correct record without anyone touching a scanner.
Technology
Zoho Flow · Zoho Forms · Zoho Sign
How it was delivered
- Referral forms rebuilt in Zoho Forms with validation
- Sign templates for consent and agreement documents
- Flow routing documents to the right record and folder
- Migration and indexing of historic scanned documents
Outcomes
- The print-sign-scan cycle was eliminated
- Signed documents file themselves against the right record
- Historic documents became searchable