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AI Compliance/Document Extractor

Use the AI Compliance/Document Extractor, also called AI document extraction, compliance document scanning, or Fill with AI, to populate supported document fields from an uploaded file before saving it to a profile.

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Written by Kate Lewis

Important: AI-generated information may contain errors. Review all suggestions against the original source before copying, approving, or saving information.

When to Use This Feature

  • Use the extractor while adding a document to a supported profile document, training, or compliance section.

  • Run extraction after uploading the file and before saving the document record.

  • Use manual entry if extraction fails or the document does not contain the needed values.

Where It Is Available

  • Client profiles

  • Prospective Client profiles

  • Caregiver profiles

  • Office Staff profiles

  • Caregiver Applicant profiles

  • Supported document, training, and compliance sections for these profile types

Before You Begin

  • Your role must have Full Access for AI Compliance/Document Extractor.

  • Prepare the document you want to add. The upload screen identifies supported files, including PDF, JPEG, JPG, PNG, BMP, TIFF, DOCX, and XLSX.

  • Confirm the document is readable and contains the details you expect to capture.

  • Be prepared to choose privacy and sharing settings before saving.

Upload and Extract Document Details

  1. Open the applicable Client, Prospective Client, Caregiver, Office Staff, or Caregiver Applicant profile.

  2. Open the relevant document, training, or compliance section.

  3. Start the Add New Document workflow.

  4. Drag and drop the file into the upload area, or select Browse File and choose the file.

  5. After the file appears, select Fill with AI.

  6. Wait while AI analyzes the document and extracts supported information.

  7. Review every field marked as AI-filled.

  8. Edit or clear any value that is incomplete, incorrect, or not needed.

  9. Complete required fields, including any values the AI did not populate.

  10. Review the Privacy setting and the Share with client or Share with caregiver options, when available.

  11. Select Save only after all information and sharing settings have been verified.

Upload the document, then select Fill with AI.

Wait while AI analyzes the uploaded document.

Review AI-filled fields and all sharing settings before selecting Save.

Best Practices

  • Use a clear, complete document. Cropped, blurred, rotated, or low-resolution files may reduce extraction quality.

  • Treat the AI-filled indicator as a review flag, not as confirmation that the value is correct.

  • Compare names, dates, document type, expiration information, and other compliance-critical values with the uploaded file.

  • Review privacy and sharing controls separately. Do not assume AI sets them for you.

  • If extraction fails, complete the record manually rather than delaying required documentation.

Benefits and Considerations

Benefits

Considerations

Reduces manual entry for supported document fields.

Only supported fields are populated.

Clearly identifies AI-filled information for review.

AI-filled information remains subject to validation.

Allows users to edit or clear suggestions before saving.

Privacy, sharing, and compliance decisions remain with the user.

Common Scenarios

  • Caregiver compliance document: Upload the file, extract supported details, verify expiration-related information, and save.

  • Office Staff training record: Add the supporting document and review the AI-filled document fields before saving.

  • Client or Prospective Client document: Confirm document details and privacy settings before making the record available.

  • Extraction failure: Continue in the same workflow and enter the document information manually.

Troubleshooting

  • Fill with AI is not available: Ask an administrator to confirm Full Access for AI Compliance/Document Extractor.

  • The AI-filled fields are blank: Confirm the source contains the information and is readable, then enter the values manually.

  • A field contains incorrect information: Edit or clear the AI-filled value before selecting Save.

  • Extraction fails: Continue with manual data entry.

  • The record cannot be saved: Complete required fields and resolve the validation messages displayed in the Add New Document window.

  • The document is visible to the wrong audience: Review Privacy, Share with client, and Share with caregiver settings before saving.

Associated Reports

No dedicated AI extraction report is identified for this feature. Saved information remains part of the applicable profile’s document, training, or compliance records and may be included in existing reports for those areas when supported.

Administrators provide Full Access under the AI Compliance/Document Extractor role permission.

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