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AI consulting · Phoenix, AZ

AI consulting for Phoenix real estate, practices and plants.

Transaction files and W-9s, claims and referrals, purchase orders and certs: read by AI, filed by name and kept as long as Arizona asks.

Book a free consultationStart with real estate

Remote from Lakeland, Florida. The first conversation is free.

A transaction file checked document by documentA transaction file lists five documents. Four are read and filed; Seller disclosure is missing and flagged before the file moves on.Transaction filePurchase contractRead!Seller disclosureMissingAddendaReadClosing disclosureReadCommission paperworkRead
A transaction file for a Phoenix team: what is in, and what is missing, before it moves on.

Phoenix, Arizona

Phoenix keeps building, and every build leaves paper behind.

Greater Phoenix adds homes and rentals that each generate contracts, disclosures, leases and closing files; a growing healthcare system with its claims and referrals; and manufacturing, including the semiconductor plants rising around the valley, with purchase orders and certificates. Arizona keeps its own clock, too: it does not observe daylight saving time, so the gap to our Eastern hours changes twice a year.

  1. 01Real estateTransaction coordinators, Property managers, Escrow and title officers
  2. 02HealthcareRevenue cycle and billing managers, Health information management staff, Practice administrators
  3. 03ManufacturingDocument control specialists, Quality managers, Receiving inspectors

01 · Real estate in Phoenix

One file per deal or property, found by address.

What goes wrong todayA deal closes, and months later someone asks for the signed seller disclosure. The transaction file is split between an agent’s email, a shared drive and a box in the back office.

Who handles it: Transaction coordinators, Property managers, Escrow and title officers.

  • Brokerage

    Listing agreements, purchase contracts, seller disclosures, addenda and commission paperwork

  • Property management

    Leases, rental applications, move-in inspections, vendor invoices, W-9s and utility bills for vacant units

  • Title and escrow

    Closing disclosures, payoff letters, recorded deeds and wire instructions

Where Ademero fits

  • CapturePoint 6. Reads vendor W-9s (taxpayer name, business name, tax classification) and utility statements (account number, statement date, payment due), with a job set up from a folder of your own samples.
  • Content Central. Keeps each transaction or property file together, sends documents out for e-signature, and finds any document by address or any word in it.

Rules this paperwork lives under

Your state’s broker record rules
Most state real estate commissions set how long a broker keeps transaction records. A retention schedule per document type keeps each record for the period your state requires.

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Book a free consultation

02 · Healthcare in Phoenix

Win the appeal with the papers you already have.

A denial arrives by fax. The claim, the explanation of benefits and the referral that would win the appeal sit in three different places, and the appeal window keeps running while someone looks.

Healthcare RCMExample document types and fields
Document typeFields it reads
Health Insurance ClaimInsured, Patient, Payer, Billing Provider NPI, Total Charges
Explanation of BenefitsStatement Date, Member ID, Plan Name, Patient Responsibility
Provider Remittance AdvicePayer, Payment Reference, Payment Date, Payee NPI, Payment Amount
Specialist Referral AuthorizationReferral Number, Patient Name, Referring Provider Name, Referred To
Adverse Benefit DeterminationPayer, Decision Date, Claim Number, Member ID
Claim Reconsideration and AppealClaim Number, Disputed Amount, Appeal Reason, Appeal Date

Where Ademero fits

  • CapturePoint 6. Reads claims, EOBs, remittances and referrals on a Windows PC in your office, so patient information is not sent to an outside service to be read.
  • Content Central. Keeps the patient and claim record in the cloud or on your own servers, with permissions by document type and field and an audit trail of every view.

Rules

HIPAA Security Rule
Asks for access controls and audit controls on electronic patient information. Content Central limits who sees each document type and logs logins, searches, views and deletes. Ademero signs Business Associate Agreements.
HIPAA documentation
Certain HIPAA documentation, such as signed authorizations and your privacy policies, is kept for six years. A retention schedule per document type keeps each one for as long as you set.

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How we work

How we work with teams in Phoenix.

We have no office in Phoenix. Ademero works remotely from Lakeland, Florida, and every meeting, pilot and training session runs online, Monday to Friday, 6 AM to 6 PM in winter and 5 AM to 5 PM the rest of the year, because Arizona stays on standard time.

Our hours in Phoenix timeIn Phoenix local time: Ademero, Early November to mid-March, 6 AM to 6 PM; Ademero, Mid-March to early November, 5 AM to 5 PM; A typical office day, 8 AM to 5 PM.6 AM10 AM2 PM6 PMAdemero, Early November to mid-March6 AM to 6 PMAdemero, Mid-March to early November5 AM to 5 PMA typical office day8 AM to 5 PM
In Phoenix time (Arizona). We work Monday to Friday, 8 AM to 8 PM Eastern.

What an engagement produces

  1. 01

    An assessment, in writing

    A map of your document streams: what arrives, from where, roughly how many, who touches each one and where its data has to land. Ranked by where AI pays off first, with the product that fits each and anything that touches Arizona rules called out.

  2. 02

    A pilot on your documents

    We set CapturePoint 6 up from a folder of your own real estate documents, or show Content Central with them filed the way you work. You see which fields it reads, what it sends to review and why, and where the files land.

  3. 03

    A scope and a quote

    What the rollout covers, which systems we connect, how your team is trained and how support works after go-live, priced for your project.

The first conversation is free. Prices come in the quote, for your scope.

03 · Manufacturing in Phoenix

Receiving and accounts payable looking at the same lot.

A supplier invoice is approved and paid while the same lot sits in quarantine waiting on a material review decision, because receiving and accounts payable never saw each other’s paperwork.

  • CapturePoint 6. Reads invoices, purchase orders and credit memos, including line-item tables, on a PC at receiving or in accounting.
  • Content Central. Controls SOPs, work instructions and drawings: approvals before release, check-out and check-in, every revision kept, and a workflow rule that tells AP when a lot goes on hold.

ISO 9001 document control (clause 7.5), in short

Documents approved before they are issued, changes and the current revision identified, obsolete documents kept from unintended use, and records protected and retained. Approval processes, version history, permissions and retention schedules support that control.

  1. 1. Order

    Purchase order

    CapturePoint 6 reads PO number, vendor, order date, order total and every line item.

  2. 2. Receive

    Packing slip

    Scanned at the dock with the certs that came in the box, split into separate documents.

  3. 3. Inspect

    Certificate of conformance and material cert

    Filed under the supplier and PO, next to the incoming inspection report.

  4. 4. Pay

    Supplier invoice

    Invoice number, PO, totals and line items read, with line-item math checked and anything inconsistent sent to review.

Arizona rules

What Arizona law asks of your documents.

The state rules that most often touch Phoenix paperwork in the industries above, in plain words. We describe what the software does; whether you comply is for you and your counsel, and laws change, so confirm the current text.

Arizona data breach law

Arizona Revised Statutes, Sections 18-551 and 18-552

Applies to
Businesses that own, maintain or license unencrypted computerized personal information about Arizonans.
What it asks
Notice to affected people within 45 days of determining a breach, and when more than 1,000 people are affected, notice to the three largest consumer reporting agencies and the Attorney General.
What the software does
Permissions, multi-factor sign-in and an audit trail that shows who opened which document, which is where an investigation starts.

Discarding records with personal information

Arizona Revised Statutes, Section 44-7601

Applies to
Anyone discarding paper or electronic records that contain personal identifying information.
What it asks
The information is redacted, destroyed or made unreadable before the record is thrown away.
What the software does
Once paper is scanned and verified, retention schedules decide when the electronic copy is removed, with a list of what is due.

Medical records retention

Arizona Revised Statutes, Section 12-2297

Applies to
Healthcare providers in Arizona.
What it asks
Adult patients’ records kept at least six years after the last date of service. Children’s records kept at least three years after the patient turns 18 or six years after the last service, whichever is later.
What the software does
A retention schedule per document type, with a per-document override for a child’s record.

Real estate broker records

Arizona Revised Statutes, Section 32-2151.01

Applies to
Designated brokers licensed by the Arizona Department of Real Estate.
What it asks
Transaction and property management records kept for five years.
What the software does
Transaction files kept together and cleared on a five-year schedule, found by address or client in one search.

Questions

What Phoenix teams ask us.

How long do Arizona brokers keep transaction files?

Arizona law (A.R.S. 32-2151.01) asks designated brokers to keep transaction and property management records for five years. A retention schedule per document type keeps each file that long, and the whole file comes up by address or client.

What hours can we reach you in Phoenix?

We work Monday to Friday, 8 AM to 8 PM Eastern. Because Arizona stays on standard time, that is 6 AM to 6 PM in Phoenix from early November to mid-March, and 5 AM to 5 PM the rest of the year.

Can CapturePoint 6 read the W-9s our vendors and owners send?

Yes. CapturePoint 6 reads Form W-9: taxpayer name, business name, tax classification and taxpayer identification number. Field permissions can hide that number from people who do not need it.

How long must Arizona providers keep medical records?

A.R.S. 12-2297 asks for at least six years after the last service for adults, and for children, three years after they turn 18 or six years after the last service, whichever is later. A per-document override handles the child’s record.

Bring one real estate document stream. We will show you what AI does with it.

Tell us where the paperwork piles up. The first conversation is free, and you leave it knowing whether AI is worth a pilot.

Book a free consultation(863) 937-0272