How Codelattice uses Zoho RPA and AI to automate claims, payment matching, and medical coding

Summary

Codelattice uses Zoho RPA to automate the slowest, most manual workflows in hospitals and retail chains, especially where data is fragmented across portals, ERPs, and Excel.

What they automate:

• Claim settlement reconciliation
• Staff onboarding into third-party portals
• Payment and POS reconciliation
• Medical coding from discharge summaries

What changed:

• Backlogs cleared - From 30–40 days to 2–5 days
• Manual entry reduced - 70–85%, depending on the workflow
• Faster approvals - Rejection rates dropped by 50–70%
• Higher accuracy - 80–90% accuracy with AI & rule-based checks

The company

Codelattice brings deep expertise across the Zoho ecosystem including Zoho RPA, Zoho Creator, Zoho CRM, Zoho Books, Zoho Desk, Deluge scripting and third-party API integrations. They work across healthcare, retail, oil & gas, staffing, and logistics, helping teams automate workflows that span legacy ERPs, third-party portals, PDFs, scanned documents, and Excel. With more than 4,000 customers, they've built automations that fit directly into real-world systems without requiring major changes.

The challenge

Most of Codelattice’s customers rely on portal-based workflows where data is scattered across:

• Hospital ERPs
• Insurance portals
• Payment service provider reports
• Bank statements
• Client onboarding systems
• PDFs and scanned documents

This led to challenges like:

• 30–40-day backlogs
• High manual effort
• Repeated data entry across systems
• Frequent approval rejections
• Delayed refunds, settlements, and customer updates
• Huge daily volumes (1,000+ records) that humans couldn’t keep up with

They needed automation that could work across multiple systems, read unstructured information, and deliver high accuracy.

The solution

Codelattice implemented Zoho RPA across multiple enterprise workflows, using RPA and AI-powered IDP via Gemini for document extraction and NLP wherever data existed in PDFs or images.

Insurance claims settlement reconciliation in healthcare

A leading multi-hospital group needed faster claim settlement processing for their ECHS patients.

Problem

• Invoices created in Oracle ERP didn’t match the invoices reentered into the intermediary system
• Settlement files from the insurance body contained multiple claim IDs per record
• Mapping the settlement amount across ERP bill and portal bill was manual, slow, and error-prone
• Backlogs of 30–40 days were common
• Refunds to patients got delayed

How Zoho RPA helped

• Pulled settlement records from the insurance portal
• Pulled invoice data from the ERP
• Matched each claim ID line-by-line
• Calculated over-/under-settlement
• Reflected adjustments against each invoice
• Used Gemini to extract text from PDF reports and images

Outcome

• Backlogs cleared significantly faster
• Refunds processed promptly
• Improved accuracy, fewer human errors

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Workforce data migration and onboarding automation for an oil & gas contractor

A large staffing provider needed to migrate 1,600+ worker profiles into a new SAP-based Fieldglass system used by their enterprise client.

Problem

• Each worker required 50+ data points
• 7 certificates per worker (most scanned) had to be validated
• Manual entry caused frequent rejections in the approval workflow
• Data formats varied across Excel, PDFs, scanned IDs

How Zoho RPA helped

• Read scanned documents and passports using IDP (Gemini)
• Standardized fields like passport expiry, worker codes, etc.
• Entered all worker data into the Fieldglass system
• Managed the approval cycle with far fewer errors

Outcome

• Sharp drop in approval rejections
• Thousands of hours of manual entry eliminated
• Complete data migration with high accuracy

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Three-way payment reconciliation in retail

Retail chains across India and the UAE needed daily reconciliation between:

• Payment service provider settlement reports
• Bank statements
• POS transactions and ERP invoices

Problem

• Settlement is T+1 or T+2; mismatches are common
• Finance teams manually verify every transaction
• Large volumes of data piled up (multiple POS devices per outlet)

How Zoho RPA helped

• Fetched settlement reports from portals
• Mapped them to bank entries
• Matched with ERP invoices
• Flagged mismatches for review

Outcome

• Error-free reconciliation
• Faster month-end closure
• Reduced manual load on finance teams

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Medical coding automation in healthcare

HA hospitals based in the UAE needs to assign standard medical codes for every patient based on diagnosis details.

Problem

• Diagnosis details exist only in PDF discharge summaries
• Primary vs secondary diagnosis is not clearly marked
• Codes are stored separately (ERP/Excel)
• Each patient may need 10–12 codes
• Manual coding is slow and inconsistent

How Zoho RPA helped

• Read the discharge summary PDF
• Used Gemini to interpret diagnosis sections
• Identified primary and secondary diagnoses
• Matched them to the correct codes
• Wrote codes back into the hospital ERP
• Applied rule-based weightages for more accurate classification

Outcome

• Faster coding
• Higher consistency
• Reduced dependency on manual judgment

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How Codelattice makes RPA adoption easy

The company follows a simple, effective adoption model:

Start with one workflow (POC)

Demonstrate value quickly and build trust.

Use AI for document-heavy tasks

Before Zoho’s native IDP launched, they integrated Gemini to extract text from images and PDFs.

Layer rules for accuracy

They incorporated AI with rule-based checks (invoice no., date, total, etc.) to ensure 80–90% accuracy.

Design for high volume

Bots run through thousands of records, ideal for finance and hospital operations.

Reduce rejection rates

Especially for approval-driven portals.

Results

Across healthcare, retail, and staffing use cases, Codelattice’s clients saw:

• Backlogs reduced from weeks to days
• 90% accuracy on image/PDF extraction & decision-making workflows
• Fewer rejections in approval systems
• Faster claim settlements and refunds
• Improved customer/patient experience
• Lower manual effort
• Shift from repetitive to strategic work

Why Zoho RPA worked

Zoho RPA offered them:

• Freedom to automate complex processes
• Reliable automation across portals
• Built-in scalability for high volumes
• AI-integration for NLP and document extraction
• Support for POCs and co-selling

About the Partner

Codelattice Digital Solutions is a Zoho Authorized Partner helping businesses automate operations across healthcare, retail, staffing, and logistics. Their expertise spans Deluge scripting, third-party integrations, workflow automation, and RPA deployments across India, the Middle East, and beyond.