Table Of Contents:
What Does Gather's AI Note Scanner Do?
When a first call ends, you typically have notes captured on paper, a printed call sheet, or a digital document. AI Note Scanner extracts structured data from those notes — decedent name, date of birth, family contacts, disposition wishes, and more — and maps it to the correct fields in the case. The information flows through the case automatically, just as if you had entered it manually.
Important Note: This free feature is available only to Case Management and KeepTrack customers. If you're not seeing the feature enabled on your account, please contact our support team directly by calling (208) 908-0488 or emailing help@gather.app.
How to Use AI Note Scanner For First Call Notes
Here is how to use Gather's AI Note Scanner to scan and create a brand new case from your notes:
Log in to Gather.
From your dashboard, click 'Create Case by Scanning Notes'.
Upload the photo or file of your first call notes or first call worksheet.
Review your uploaded files. Then, Select 'Parse'.
Review the scanned data. If all vital fields look accurate, select 'Apply Fields'.
Next, click 'Create Case' and select a workflow that matches the case.
Once the case is created, you can also save your scanned notes or documents to the case's files. Either select 'Skip' or 'Save to Files'.
Voila! In less than 30 seconds, you can scan your first call notes, create the case, and already log most of the case vitals in Gather.
Supported Formats For AI Note Scanner
Here are the supported file formats for Gather's AI Note Scanner:
Photos taken with your phone (JPG, PNG)
Scanned documents (PDF)
Typed documents (PDF, DOC, DOCX)
Handwritten notes work well as long as the image is reasonably clear and in focus. If the AI is unable to read a field confidently, it will leave that field blank rather than guess — you'll see a prompt to fill it in manually.
Tips For Best Results
Here are some recommendations and tips when it comes to utilizing Gather's AI Note Scanner for scanning in first call notes:
Take your photo in good lighting with the page lying flat.
Make sure the full page is in frame — partial scans may miss fields.
If you use a standard first call sheet, AI Note Scanner will recognize its structure and populate fields more accurately.
What Happens After Scanning
All populated case vital fields are editable. Nothing is locked in — you can adjust any value before or after applying. The scan is also saved to the case record, so you have the original notes on file.
Frequently Asked Questions
Below are answers to some frequently asked questions about Gather's AI Note Scanner:
Can I scan notes for a case that's already been started? Yes. If a field is already populated, AI Note Scanner will flag the conflict and ask you whether to keep the existing value or replace it with what it found in the notes.
What if my handwriting is hard to read? The AI will do its best, but any field it can't read confidently will be left blank. You'll see a summary of populated vs. skipped fields before you apply anything.
Is the original scan stored? Yes — the uploaded image or file is attached to the case record and accessible from the Documents tab.
Does this work for calls taken by someone else? Yes. You can upload notes written by any staff member. The data extraction works the same way regardless of who took the call.
Still Need Support?
Still need support with Gather's AI Note Scanner? Call Gather Support at (208) 908-0488 or email our team directly at help@gather.app.