CloudFiles for hospitals and health systems
Hospital documents arrive as scanned referrals, credential files and email attachments, and staff sort each one by hand. CloudFiles files every document on its Health Cloud record, shows what is missing and sends packets out.
From a scanned referral to a shared discharge packet
Hospital documents pass between referring offices, physicians and receiving facilities. Each hand-off can leave a document stalled in an inbox that no Health Cloud record shows.
The manual way
- Referral packets arrive as one long scan attached to the clinical service request. A coordinator pages through each scan to retype the patient, service and priority. Stat and urgent referrals can then wait in the same pile as routine ones.
- Medical staff coordinators chase each applicant physician by email for a state medical license, a DEA registration and a board certificate. The malpractice face sheet comes in another thread, and the healthcare provider record cannot show what is missing.
- Patient access teams get forms, referral letters and insurance cards by email, and Email-to-Case saves each attachment to the case. Staff then download and resave every file, so a document can sit on the wrong case or in no folder at all.
- Case managers attach the discharge summary and the orders to separate emails for the receiving facility. Then they call to ask whether the packet arrived, and the patient's transfer can stall until someone at the facility confirms receipt.
- Consent forms are printed from a Word file, signed on paper by the patient and a witness, then scanned back to the chart. A form signed out of order or left undated can send staff back to the bedside before the procedure can start.
The CloudFiles way
- Stat and urgent referrals reach the coordinator sooner. CloudFiles splits each packet into its documents and fills the clinical service request with patient, service and priority. The coordinator approves the filled values and the referral moves ahead.
- Coordinators see on the healthcare provider record which credentials are still missing. A flow emails the physician one secure link to a named upload request for each credential. Every file received ticks its item on the credentialing checklist.
- Every emailed attachment is filed on arrival in the patient's folder. CloudFiles copies each attachment saved to the case into the case's own folder, nested inside the patient's folder. Staff open the patient's folder and find every emailed form in place.
- Case managers see the moment the receiving facility opens the discharge packet. CloudFiles merges the summary and orders into one PDF on the clinical encounter, and a flow emails a secure link to the facility. Each view then shows on the encounter record.
- Consents return signed in the right order, with the date on the PDF. CloudFiles generates each form from the patient's person account and sends it for e-signature. The patient signs first, then the witness, and the signed copy returns to the record.
Every hospital document, on its record from credentialing to release
Each job below runs in Salesforce Flow on its own Health Cloud record, from the healthcare provider to the release of information case.
Credentialing folders with expiry columns
CloudFiles gives every new healthcare provider record the same credentialing folders in SharePoint. License numbers and expiry dates are written as SharePoint columns, so coordinators filter for renewals.
- Saving a new healthcare provider record starts a flow that runs create folder for that physician
- The copy resources flow action clones the credentialing template's sub-folders into the new provider folder
- The set resource property flow action writes license number and expiry date to SharePoint columns by API name
Outside medical record batch splitting
CloudFiles splits a scanned batch of outside medical records into one file per document, using split instructions the hospital writes once. Each file is then routed to the folder of the patient it belongs to.
- A query first asks whether the scan holds more than one document, so a single record skips the split step
- The split document using AI flow action cuts the PDF on page boundaries and names each part from its contents
- Each part is matched to its patient and moved into that patient's folder, ready for the care team
License and board certificate matching
A CloudFiles Document AI workflow compares the name and number on each license and board certificate with the healthcare provider record. The coordinator sees each match result on the record.
- The workflow runs on the scanned PDFs already filed in the provider's credentialing folder
- The workflow writes its match result and the reason for it to the healthcare provider record
- The review policy can pause each run before its first write, so a coordinator approves every change to the record
Release of information datarooms
CloudFiles opens one dataroom for each release of information case. It shares only the records approved for release and collects the patient's signed authorization in the same place.
- The create dataroom flow action builds the space, and add to dataroom places only the approved records in it
- A create file request step inside the same dataroom asks the requester for the signed authorization form
- The requester gets the dataroom link by a flow email, and the case is updated when the signed authorization arrives
Prior authorization packet completeness
Before a prior authorization packet leaves the hospital, CloudFiles classifies each document against the list the care request needs. The linked case then names any missing document for the coordinator.
- Each file goes through the process document using AI flow action, then a query asks which type it is
- The flow compares the document types found with the care request's required list and records each gap
- A missing history and physical or imaging report shows on the linked case before the packet is submitted
Folders for patients already in Salesforce
At go-live, a one-time backfill gives every existing patient a folder, using the same flow that serves new patients. From then on, every patient opens to a folder the moment staff open the record.
- The backfill runs the folder flow across existing person accounts, planned with the CloudFiles implementation team
- Each folder is named by a unique patient number, so two patients with the same name never share a folder
- Staff open any patient's documents from the person account, whether the patient joined years ago or today
Key documents we handle for hospitals and health systems
Each hospital document below has a home on a Health Cloud record, and every other record a health system keeps works the same way.
Physician credentials
State medical licenses, DEA registrations and board certificates, collected from each applicant physician and kept on the healthcare provider record.
Referral packets
Clinical notes, referral forms and insurance cards sent by a referring office, split into separate files and kept with the clinical service request.
Outside medical records
Records from other hospitals and clinics that arrive as one scanned batch, separated into single documents and filed to each patient's own folder in storage.
Prior authorizations
History and physicals, imaging reports and progress notes behind a care request, checked against its required list before the packet goes out.
Discharge packets
Discharge summaries and orders joined as a single PDF for each clinical encounter, ready for the receiving facility to open from a secure link.
Consent and release forms
Procedure consents and release of information authorizations, built from the patient's record and returned signed and dated for the chart.
Stay industry compliant
CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.
Frequently asked questions
Yes. CloudFiles separates each referral packet into its documents, then the document mapper writes the patient, requested service and priority onto the clinical service request. Before anything is written, a coordinator can approve the values. In Health Cloud, the clinical service request carries the requester, performer, priority and status.
CloudFiles sends each applicant physician a single link that holds one named request per credential, with no sign-in needed. As each credential arrives, a flow marks it received on the checklist, so coordinators see the gaps. Health Cloud keeps credentials as business license and board certification records on the healthcare provider.
Yes. CloudFiles sorts each document in a prior authorization packet by type and compares the result with what the care request requires. Any gap is noted on the linked case before submission. In Health Cloud, each prior authorization is a care request whose services sit in care request items, and the linked case holds its status.
Yes. CloudFiles combines the discharge summary and orders into a single PDF. A flow then sends the receiving facility a secure link to that encounter's packet. Every open of the discharge packet is logged on that encounter, with the viewer's email when the link requires one.
Yes. CloudFiles builds each consent form from patient data in Salesforce and routes it for e-signature in a set order, the patient before the witness. The signing date is written to the PDF through a date signed field, and the finished consent form goes back to the person account.
CloudFiles watches for attachments that Email-to-Case saves to a case, then copies each one into the case folder, which sits within the patient's folder. The original attachment stays in Salesforce until a flow deletes it. Each case then holds its attachments in the same folder as the rest of the patient's documents.
Book your personalized demo
Bring one referral packet and one credentialing file, and see CloudFiles sort, check and send them from your own Health Cloud records.