“When I found your service, I almost cried. We spent two months trying to re-engineer something like DocuSign to make this work and it was maddening. Your solution – I cannot tell you how good it is.”
— Bo Nam, CEO, EightAI
Client: EightAI
Industry: Healthcare Technology
Use Case: Automating insurance credentialing, billing onboarding, and provider verification forms
Annual Volume: Thousands of complex credentialing forms
At a Glance
- Growth: Onboarded 900 new customers (roughly 2.5 times) after adopting automated form filling
- Financial impact: Reduced claim delays caused by form errors, which contribute to 30-40% denial rates
- Automated forms: Credentialing, billing onboarding, service provider verification
- Technical deployment: API integration with n8n
- Scaling: Can now onboard over 100 insurance payers without hiring additional staff
Executive Summary
EightAI maintains up-to-date professional profiles for doctors and nurses across federal, state, insurance, and billing databases. Clients include independent practice associations (IPAs) with hundreds or thousands of providers. The main challenge: credentialing forms requiring repetitive data entry across multiple insurers, with frequent form updates and a high error rate leading to delayed reimbursements and revenue loss.
The Challenge
The credentialing process involves filling out dozens of fields like licenses, certifications, educational and work history – repeating the same basics across 10–15 insurers, often every two to three years. Minor mistakes like misspelled names or wrong addresses, can lead to claims being rejected, delaying payments by 2-3 weeks and contribute to an industry-wide 30-40% claim denial rate. Handling hundreds of doctors and multiple form types made manual processing unmanageable.
Beyond initial applications, doctors also complete:
- Billing company onboarding forms when outsourcing revenue cycle management
- Service provider verification forms when ordering supplies or equipment
- Professional credential verification across different specialties (physicians, dentists, nurses, acupuncturists)
Each form requests the same core information – name, professional data, license numbers, and presented slightly differently. Most arrive as flat, non-fillable PDFs requiring manual typing for every submission.
The Failed Inside Solution. EightAI tried to internally automate this workflow by converting PDFs to images, performing OCR, and overlaying text boxes. The effort took two months but failed due to the complexity of PDF layouts, inconsistent formatting, and the need for custom handling for checkboxes, rotation, and signatures. The project consumed valuable development time without reaching needed accuracy.
The Business Constraint. Without automation, growth was limited. They had 350 customers, with 900 more ready to join. Manual processing would require scaling staff.
The Solution
Discovery and rapid deployment:
Bo Nam found Instafill.ai through a ChatGPT suggestion, quickly testing its capabilities. Impressed, he signed up and uploaded a complex 53-page PDF -instantly filling it with high accuracy.
Implementation involved two main steps:
- Form conversion and manual review: Converting complex flat documents into fillable PDFs, fixing broken fields, and setting up rules for form-specific details like rotation or missing checkboxes. This one-time effort took hours per form.
- API integration and structured data: Using n8n workflows, data from Google Firebase was sent via API, automatically filling forms based on pre-set rules (e.g., use practice address vs. billing address). Human review still ensured final accuracy before submission.
Technical fixes included increasing file size limits (from 10MB to 100MB) and fixing layout issues caused by rotated or poorly formatted PDFs. Instafill’s team responded quickly to support requests, making the process smooth.
The Impact
Business growth:
With credentialing forms automated, Bo announced the service to 900 customers onboarding the following week – growth that would have been impossible with manual processing.
“Before I wasn’t going to tell the new customers that we can do this, but now I think we can do it.”
This expansion represents 2.5x customer growth – from 350 to 1,250 healthcare providers under management – without proportional increases in administrative overhead.
Customer satisfaction:
Form filling became EightAI’s most valued service. “I noticed like when we provide those services, the customer is not that excited. But when we fill out forms for them, they love it,” Bo observed. Customers pay billing companies one full-time employee salary for every 30 doctors just to handle credentialing forms – a cost EightAI now eliminates.
Revenue impact:
Beyond EightAI’s growth, the automation addresses a critical financial issue for doctors: insurance claim denials. Errors on credentialing forms give insurers grounds to reject payment claims, contributing to a 30-40% industry-wide denial rate.
“The doctor then hires a consultant, everybody to fix these things,” Bo explained. “From the beginning, let me make sure all your data is correct so these errors are less.” By improving credentialing accuracy, EightAI helps doctors receive timely insurance payments, reducing revenue disruption and administrative appeals.
This financial stability enables doctors to see fewer patients while maintaining income. “Average doctor sees about 2,000 to 4,000 patients a month. That’s too many. I think it’s got to be less,” Bo said, referencing the current healthcare reality of seven-minute average patient visits. “More money if they fill out the insurance forms correctly… so they don’t have to see so many patients.”
Scalability:
They can now onboard over 100 insurers without extra staff. Each form only needs to be converted once, then processed automatically via API.
Future Plans
- Expand their form library, adding more insurer or billing-related documents
- Develop integrations with portal and MLS platforms, while keeping PDF forms in focus for regional insurers
- Broaden service offerings to include billing, payroll, and practice setup, creating a more complete “doctor practice in a box”
Reflection
The internal build was costly and time-consuming; partnering with Instafill.ai saved months of development, unlocked growth, and positioned EightAI to serve thousands more providers efficiently.