Case Study: Washington State Health Care Authority achieves $4.5M savings and 75% reduced indexing with Ephesoft

Health Care Provider Finds an Automated and Cost Effective Document Capture Lifeline

The Washington State Health Care Authority (HCA), which manages Apple Health (Medicaid) and benefits for more than 2 million residents, was overwhelmed by high volumes of paper forms, manual indexing and data entry, and limits imposed by legacy Kofax Capture licenses. After consulting with Ricoh, HCA selected Ephesoft Transact to replace labor‑intensive capture processes and modernize document onboarding across its Ricoh MFP fleet and scanner infrastructure.

Ephesoft’s Professional Services configured Ephesoft Transact to import documents from monitored UNC folders and email, automatically classify multiple form types, extract header/footer fields and perform database lookups to populate name fields. The Ephesoft solution reduced document preparation by 50% and indexing by 75%, eliminated dual entry of index values, achieved a projected $4.5M in savings over five years, delivered ROI in six months when accounting for labor savings (three years otherwise), and met HCA’s tight implementation deadline.

Washington State Health Care Authority

Charles Hooper

Systems Administrator