SolutionsHealthcare
The paperwork that runs a practice,not the patient chart.
Credentialing files, payer contracts, vendor agreements, licences and staff records — read, filed and tracked to their expiry dates, in the storage the practice already uses.
Free to start
In short
How does a medical practice keep its credentialing, payer and vendor paperwork organized?
The Drive AI reads each document as it arrives, identifies the provider or vendor it belongs to, the document type and the date it expires, and files it accordingly — so a renewed licence replaces the one it supersedes instead of being added next to it under a different name.
What a shared drive cannot do
- File a licence, certificate or contract under the right provider or vendor on its own, from what the document says rather than what it was named.
- Read the expiry date off a credential and tell somebody before it lapses.
- Catch the documents that only ever existed as an email attachment from a payer or a locum agency.
It does this where the documents already live: a browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, and workflows can watch SharePoint, Gmail, Outlook, Slack or Teams for anything new. This is the business paperwork of the practice — the clinical record belongs in the EHR and stays there.
The problem
What costs you time
Credentials expiring unseen
Licences, DEA registrations, board certificates and malpractice cover, each renewing on its own schedule.
Payer paperwork in an inbox
Contracts, fee schedules and amendments arriving by email from half a dozen payers.
Paper that never gets filed
Stacks of scanned forms, faxes and signed agreements that sit in a folder called Scans.
One provider, five folders
The same physician's documents spread across credentialing, HR, payer files and somebody's desktop.
How it works
Set up once. It files from then on.
Connect where documents already land
The Google Drive, OneDrive, SharePoint or Dropbox the practice already uses, plus the Gmail or Outlook account payer and agency mail arrives in.
Describe the filing once
Provider, then document type — or vendor, then contract. Said in plain English rather than built as a folder template.
New documents file themselves
Each arrival is read for who it belongs to, what it is and when it expires, then filed and named with that date. Scanned paper is read with OCR.
Get told before something lapses
"Which credentials expire in the next sixty days?" — asked on a schedule, answered before the gap matters.
What you can ask
Questions, in your own words
- Which provider licences expire in the next 90 days?
- Find the current payer contract for Blue Cross
- Show me the fee schedule that applied in March
- Which vendor agreements auto-renew this quarter?
- Find the service history for the imaging equipment
- Show malpractice certificates for every provider
- What paperwork is outstanding for the new hire?
- Find the lease amendment signed last year
What it does
Built for how healthcare works
Expiry Dates Read Off the Document
Licences, DEA registrations, board certificates, malpractice COIs and CLIA certificates are named by the date they expire, so a folder is readable without opening anything.
Filed by Provider or Vendor
Documents sort under the person or company they belong to, so one provider's credentialing packet is one folder rather than five.
Rules for Every New File
Set the filing rules once, and every new document — from Gmail or Outlook, Slack or Teams, Google Drive, OneDrive, SharePoint or Dropbox — is organized by them without anyone touching it.
Works Where Your Files Already Are
A browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, so a practice organizes and searches in place without migrating off its current storage.
Scanned Paper Becomes Searchable
Faxes, signed forms and photographed documents are read with OCR, so a scan is searchable by what it says rather than sitting as a flat image.
Ask Across Every Contract
"Which payer contracts renew before March?" or "Find the service agreement for the autoclave" — answered across the whole set at once.
Review Before It Files
Any rule can pause for a person to approve it, showing exactly what it is about to do before it does it. Nothing irreversible happens without a preview.
Email Attachment Capture
Payer amendments, agency paperwork and vendor invoices arriving by email are captured and filed to the right provider or vendor.
E-Signatures for Agreements
Send vendor agreements, employment paperwork and consent-to-release forms for signing. Signed copies file themselves.
Collect Documents From Providers
Send a locum, a new hire or a vendor a link to upload their licences and certificates. What comes back files under them.
For each role
What each person gets
Practice Managers see what is expiring across every provider and vendor without keeping a spreadsheet that goes stale the week after it is built.
Credentialing Coordinators keep one folder per provider that holds the current licence, DEA registration, board certificate and malpractice cover, each named by the date it runs out.
Billing Managers find the payer contract and the fee schedule that applied on the date of service, rather than the version that happens to be newest.
Office Administrators stop filing vendor invoices, service records and signed forms by hand, because the rule that says where they go runs when each one arrives.
Practice Owners know which contracts auto-renew and when, before a renewal window closes without anyone having looked at it.
Use cases
The jobs this actually does
Track Provider Licences and Credentials Before They Lapse
A credentialing spreadsheet is correct on the day it is built. Then one physician renews a DEA registration, emails the certificate to whoever asked last time, and the spreadsheet quietly describes a registration number that no longer applies.
dea cert.pdfDr Nunez/2027-06-30-dea-registration.pdf
Organize Payer Contracts, Fee Schedules and Amendments
A billing question about a claim from March is really a question about which fee schedule was in force in March — and the answer is in an email attachment from two years ago called "amendment final".
amendment final.pdfBlue Cross/2024-01-01-base-agreement.pdf
Keep Equipment Service, Warranty and Calibration Records Together
An inspector asks for the calibration history of one centrifuge. The purchase paperwork is in a folder named after the year it was bought, the service reports are in three different inboxes, and the warranty is in a drawer.
service report.pdfCentrifuge 5810R SN-4471/2024-02-11-purchase-invoice.pdf
Guides
Read the full guide
Compared
Against filing it by hand
Expiry dates read off documents
OCR for scanned forms and faxes
Filed by provider or vendor
Natural language search
Email attachment capture
Works in your existing storage
Secure file sharing
Encryption at rest
FAQ
Questions answered
- Is this for patient records?
- No. The Drive AI organizes the business paperwork a practice runs on — credentialing files, payer contracts, vendor agreements, licences, leases and staff records. The clinical record belongs in the EHR and should stay there. Practices use The Drive AI for everything around the chart rather than the chart itself.
- How does credential expiry tracking work?
- The expiry date is printed on the licence, the DEA registration, the board certificate and the malpractice certificate, so it is read off the document rather than typed into a spreadsheet. The date goes into the filename, which makes the provider folder readable at a glance, and a scheduled check reports what is expiring in the next sixty days before it lapses.
- Does a practice have to move its files?
- No. A browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, so documents are organized, renamed and searched where they already sit. Workflows can also watch SharePoint, Gmail, Outlook, Slack and Teams for new files. Nothing is migrated and existing links keep working.
- What happens to faxes and scanned paper?
- They are read with OCR, so a faxed agreement or a photographed certificate is searchable by what it says rather than stored as a flat image. That is what makes it possible to pull an expiry date off a document that arrived as a scan.
- Can it find the version of a contract that applied on a date?
- Yes, when the superseded versions were kept. Documents are named and filed by their own dates, so the amendment in force in March sits in order alongside the one that replaced it. If an old version was overwritten rather than kept, nothing can recover it.
- Does this replace an EHR or a practice management system?
- No. Those hold the clinical record and the scheduling and billing workflow. The Drive AI holds the documents around them — the contracts, credentials, vendor paperwork and signed agreements that otherwise live in an inbox or a folder called Scans.
Need to merge, split, compress, or sign a PDF right now? The free browser tools need no sign-up.
Free PDF toolsNothing expires unnoticed.
Credentials, contracts and vendor paperwork, filed and dated by what the document says.