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Nonprofit Medical Record Automation

 A nonprofit animal rescue needed a faster, more professional way to send medical records to adopters. We built a human-in-the-loop AI workflow that turns messy system exports into clean, branded medical sheets—generated in bulk.

Quick Snapshot

Client Type: Nonprofit animal rescue & sanctuary (cat/kitten-focused)


Workflow Area: Medical records → adopter-ready documentation


Challenge: Unreadable exports + slow manual reformatting


Solution: Human-in-the-loop AI extraction + bulk document generation


Result: ~10 minutes per animal → under 1 minute, up to 10 at a time

The Problem

The Animal Rescue Alliance recently transitioned into a new rescue management system to track intake, fosters, adoptions, and medical history. The system successfully stored the data—but the output wasn’t usable for real-world adoption handoffs.

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When a cat was adopted, the rescue needed to export medical records and provide them to the adopter. The issue was that the exported PDF contained everything, including internal fields and irrelevant information, with formatting that came out scattered and difficult to follow. It wasn’t branded, it wasn’t easy to scan, and it didn’t feel professional—especially for a family taking home a new pet and trying to understand their care needs.

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On top of that, the workaround was manual: copying and pasting the correct information into a cleaner document format by hand. That process took at least 10 minutes per animal, even when nothing unusual was going on.

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For a rescue environment where time matters and volume changes weekly, this was an operational bottleneck that created frustration, inconsistency, and unnecessary admin load.

The Approach: Human-in-the-Loop AI Workflow Design

Instead of replacing the rescue system, we designed a workflow that worked with it—and focused on one goal:

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Turn raw exports into adopter-friendly medical sheets quickly and reliably.

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This solution was intentionally built as human-in-the-loop, meaning AI accelerates the extraction and formatting, while a person maintains control of accuracy and final output. That balance is important for any workflow involving medical data and external communication.

What We Built

1) Export → Extract the Right Data (and ignore the noise)

The rescue team exports the full medical record document directly from the system.
That export includes the necessary medical info—but it also includes a lot of clutter.

We created a custom GPT specifically trained to:

  • pull only the medical fields that matter for adopters

  • discard irrelevant system fields

  • output the information in a structured format that can be reused

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2) Convert the cleaned output into a CSV file

Instead of turning the record into another “pretty paragraph,” the GPT produces a CSV so the data is usable for automation.

That step is key because structured data unlocks:

  • faster document creation

  • bulk generation

  • consistency across every animal record

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3) Bulk-generate branded medical sheets using Canva

Once the CSV is downloaded, it’s imported into a Canva template that was designed specifically for:

  • clean formatting

  • easy scanning (what vaccines were done vs missing)

  • adopter clarity

  • professional branding for the organization

Using Canva’s Bulk Create feature, the rescue can automatically generate multiple animal medical sheets at the same time—without manually rewriting anything.

Results

Before:

  • Manually formatting medical records took 10+ minutes per animal

  • Exports were scattered and difficult to read

  • Medical sheets were inconsistent and not adopter-friendly

After:

  • Medical sheets can be generated in under 1 minute

  • Bulk creation supports up to 10 animals at once

  • Final output is clear, branded, and easy to understand

  • Staff time goes back to rescue operations instead of paperwork

Want a Workflow Like This in Your Organization?

If you have a process that feels slow, manual, or messy—there’s a good chance it can be streamlined with a workflow-first AI approach.

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We’ll review one workflow inside your business and send back improvement opportunities you can actually implement. Spots are limited weekly to ensure quality.

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