What is Data Capture Software?

Data tool

In this article, we explain what data capture software is and how it is beneficial in various industries, including the health care one. Make sure you don’t miss it.

What is Data Capture?

The process of obtaining information from paper or electronic documents and transforming it into data for important systems is known as data capture. It is the starting point for most organizations’ information management and digital transformation journeys. Automated data capture software helps regulate the chaos of paper-based operations by reducing manual data entering. As a result, workforces can quickly collect relevant data from various sources and use it for specific workflows. One of the biggest beneficiaries of this has been the healthcare industry, where live, accurate data, can literally save lives. The time and money saved can be used to help other areas of the healthcare profession such as research for example.

Data capturing can help the NHS to minimize costs, accelerate processes, and improve customer service by implementing and maintaining a single business information platform with data capturing capabilities. Employees working from any location can obtain correct information thanks to networked technology. This gives staff the most up-to-date, accurate information when they need it, without the redundancies of dealing with various systems. Employees can now concentrate on higher-level duties and client service. When combined with the platform’s content management, process automation, and workflow features, the capture process may be customized to occur at any stage in a document’s lifecycle.

Benefits of Data Capture


Less Storage Space

Processing imagery and data capturing in-house necessitates a considerable physical footprint within your organization. For example, space is required for receiving, opening, sorting, and imaging mail. In addition, storing the scanned paper takes up a lot of space depending on the size of the on-hand archive.

Greater Accuracy

The high rate of inaccuracy is one of the most significant concerns with managing paper claims and manually transcribing. Even with meticulous quality control measures, human error occurs. Integrating automated quality control checks helps the capture process scan information for accuracy quickly and precisely. Sophisticated data capture processes can discover provider, patient, or billing problems within claim forms and simple validation. This automation is more precise than manual auditing and consumes less time, money, and resources.


Paper claim forms can be completed faster with automated data capture than manual processing. Manual conversion processes can take up to 48 hours or longer in rare situations. Processing papers in less time changes the game and generates responsiveness in the system, allowing for speedier communication, payment processing, and mistake correction.

More Secure

Data capture services can also reduce many security concerns associated with paper handling. Manual capture frequently results in little accountability and supervision. Access logs and complex user access controls are standard features of automated capture systems, allowing for improved security and accountability.

Industries that use Data Capturing Software


Every day, those in the financial, accounting, and banking industries deal with massive amounts of data. The majority of this material is classified. Furthermore, much of the material is derived from unstructured or semi-unstructured sources.


A new trend in the healthcare industry has just emerged. The use of QR codes to track people’s whereabouts if they come into contact with someone who has tested positive for Coronavirus. However, before this, the healthcare business relied on data capturing technology to automate critical processes, and they still do in most areas.

Telehealth exploring


Dealing with insurance, whether opening new accounts or processing claims, entails dealing with a large amount of data. As a result, industry experts rely on data capturing systems.


In-store data gathering solutions in the retail business rely heavily on handheld and mobile devices. Online data collection is also critical.

The Bottom Line

Several problems must be solved while developing a data collecting strategy. Aside from the core challenges of data capture, such as missing pages, blank fields, spelling errors, and incorrect variables, issues with form structure can result in inaccurate data gathering. For example, free text fields in web forms necessitate manual, real-time validation and should be avoided because they allow for a wide range of replies. In addition, poor data quality might render the data null and useless, or it can result in costly cleanup initiatives.

Several data capture methods are available to extract critical information from surveys, invoices, claim forms, unstructured documents, and other sorts of documents. Thanks to cutting-edge technology, data capture operations can be automated, reducing human data entry and increasing data accuracy. The type of document frequently determines the level of automation. Forms built for automatic data collection can achieve high levels of automation and save lost time spent on printing, scanning, and manual data entering chores. Businesses frequently employ different data gathering methods in their automation projects to streamline procedures.