CUSTOMER STORY · HEALTHCARE · DOCUMENT WORKFLOWS
A document can arrive on time and still sit unseen. BeCloud helped Jackson Eye Associates replace disconnected print and document-triage processes with a centralized AWS workflow that gives staff a clearer view of what needs attention.
The challenge: knowing where the work stands
Healthcare documents arrive through fax systems, scanners, desktop applications, referrals, and administrative communications. In the existing workflow, physical printouts and manual handoffs made it difficult to establish who owned an item, what action had been taken, and whether the work was complete.
Staff needed a consistent place to review and route documents. Managers needed visibility into queue activity, unresolved items, and workload. The design also had to address access control, sensitive-document handling, and retention without adding unnecessary infrastructure to manage.
One queue, with clear ownership
BeCloud designed a serverless document-triage platform on AWS. Documents from the practice environment enter an automated cloud workflow and become available to authorized staff through a browser-based portal.
- Receive and organize: bring incoming documents into a centralized queue.
- Assign and review: record ownership, categories, notes, and status.
- Complete and trace: retain timestamps and a history of the work.
- Monitor and respond: give operational teams alerts and visibility into processing issues.
Staff can manage their assigned work while managers see broader queue activity. Centralized authentication and role-based permissions determine the access appropriate to each person’s responsibilities.
How the AWS foundation supports the workflow
Amazon S3 provides encrypted document storage. AWS Lambda handles event-driven processing, Amazon SQS decouples processing components, and Amazon DynamoDB stores workflow records. Amazon Cognito supports user authentication; API Gateway and CloudFront support access to the browser application.
The implementation also uses AWS KMS, HTTPS/TLS, access restrictions, and centralized logging and monitoring. CloudTrail, CloudWatch, S3 access logs, VPC Flow Logs, and Wazuh SIEM support operational and security visibility. Terraform provides a repeatable way to deploy and manage infrastructure changes.
These controls support the organization’s security and governance activities. Their effectiveness depends on configuration, access reviews, operating procedures, and ongoing monitoring.
Capabilities delivered and targets to measure
The platform brings document status, ownership, categorization, notes, timestamps, and completion history into one workflow. That replaces manual follow-up with a more visible record of the work.
The engagement identified a 30–40% reduction in manual sorting and routing effort and completion of standard items within two business hours as targets. These are targets described in the engagement, not measured results established by this article. Confirm performance against a baseline before using them as achieved outcomes.
The practical measures to track are staff time per item, age of unresolved work, completion turnaround, processing failures, and follow-up effort. Those measures will show whether the workflow is improving day-to-day operations.
A foundation the practice can maintain
The serverless design supports changes in document volume and staffing without requiring a new server-management model. Future enhancements could include richer reporting, additional categorization automation, and integration with other business applications.
Operational support can include infrastructure monitoring, access administration, security reviews, alert tuning, Terraform change management, troubleshooting, and incident-response procedures. The goal is to keep ownership and maintenance as clear as the document workflow itself.