Do you want to streamline health checkup data management with AI OCR and Google Sheets?
Are you spending too much time organizing and managing medical data? The integration of AI-powered OCR technology with Google Sheets can help automate this process and reduce the risk of human error. By leveraging app integration, you can seamlessly transfer health data into Google Sheets, saving time and ensuring accuracy.
In this article, we will walk you through how to set up this automation without any coding knowledge, along with the benefits it provides for your team and business.
Meet Yoom: No-Code Automation
Yoom is a next-generation no-code automation that lets you connect and automate tasks between your favorite apps. Connecting different apps can be challenging for non-engineers, but Yoom makes automation accessible to everyone.
🌐 Connect with apps like Google Sheets and more.
📖 Use automation templates - no technical setup required
📈 Boost productivity and reduce human errors
You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.
🚀 Let’s Create a Flow to Simplify Health Data Management
Let's walk through how to set up a flow that automatically reads health reports using OCR and add it to Google Sheets.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
A free Yoom account
Access to Google Sheets
If you don’t have a Yoom account yet, register now from thisregistration form!
⚠️ Note: OCR (reading text) used in this Flowbot is only available in Yoom's certain plans. If you're using the Free plan, the Flowbot may face errors due to limited access. But don't worry - all plans have a 2-week free trial! You can try all features without restrictions. For more details on Yoom and its plans, visit our Yoom Help Center.
Step 1: Integrate Google Sheets with Yoom
After logging into Yoom, go to "My Apps" from the left side menu and click "+ Add".
Search for "Google Sheets" from the app list and select it.
Click "Sign in with Google."
Select the Google account to link with Yoom.
Click “Continue”.
Click “Continue”.
Now your Google Sheets is connected :)
To test the flow settings, you'll need to prepare a sheet in advance where the health report and related information will be reflected.
While the content entered can be temporary, it’s important to create the necessary columns and fields in the sheet to ensure that the health report data can be properly reflected and processed.
Step 2: Copy the Template
Click the "Try It" button to copy the pre-built template into your project.
Read a health checkup report using OCR and add it to Google Sheets.
Click "OK" and assign a name to the Flowbot for recognition.
The template will be copied to your "My Project".
Step 3: Set Up Form Trigger Action
Let’s set up the trigger action. Click on the Form trigger item.
Create your form. You can customize the form's title and description to match your needs.
Set Action for the Question In this case, we’ll select the "Attachment" action to receive Health report files. You can configure other actions as needed.
⚠️ Note: Please note that some features are available only with paid plans. For more details, refer to the link provided.
Make Questions Mandatory You can decide if you want to make your questions *required to be answered before submission.
Edit Completion Message You can customize the completion message displayed after form submission. By default, it says "Submission Complete." (Note: This feature is available only on paid plans)
Hide Yoom-Related Information
If you prefer not to display Yoom-related information on the completion page, you can turn off this setting. (Note: This feature is available only on paid plans)
Once all settings are configured, click Next to proceed.
Set Test "Name" You can set the test value for "Name" that will be used in the following steps to test the form.
Upload Test "Health Report" Upload the test "Health Report" that will be used to test the form’s file upload functionality.
Once all items are checked and configured, click Save to finalize the setup.
Step 4: Set Up OCR Action
Next, we will set up to extract texts from images/PDFs. Click on the OCR action item.
Select the action based on the file type relevant to your need.
Select the file type for testing. Choose between "Use Retrieved Values" or "Upload File." Since we want to use the file retrieved from the form," we will choose the "Use Retrieved Values" option.
📚 Reference: For more details on retrieved values and how to set them up, see theguide here.
Next, specify which data you want to extract from the health check form. You can add or remove items as needed.
Then, select the AI to use. For this setup, we’ve chosen ChatGPT to process and extract the required data.
Click "Test" to verify that the data is extracted correctly.
When "Test Successful" is displayed, check whether the data in the file has been retrieved correctly. Then click “Save”.
Step 5: Set Up Google Sheets Action
Click on the Google Sheets action item.
On the next screen, give an action a title (optional). Confirm the settings, and click “Next”.
Choose File Location: Select the Spreadsheet ID from the displayed options.
Select Tab: Choose the Tab Name where the data will be stored.
Define Table Range (Optional): You can optionally specify the Table Range where data will be saved.
Once all settings are configured, click Next.
Map the Data: Click on each item field and assign the corresponding data from the retrieved value to each field.
Test the Setup: After setting the data, click Test to check if everything is configured correctly.
Once you confirm the test is successful, click "Save".
Step 6: Activate the Flowbot
Toggle the "Trigger On" button to activate your flow!
Copy the Form Link: Click "Copy Form Link" to get the link for the form.
That’s it! 🎉 The Flowbot is now complete!
Read a health checkup report using OCR and add it to Google Sheets.
💡 Other Automation Examples Using Google Sheets and AI Features
By using Google Sheets and AI, you can unlock a wide range of automation possibilities that simplify your workflows. Here are some examples you can explore for your next automation!
Automation Example Using Google Sheets and OCR
Read business card images submitted via Google Forms using OCR and add the data to a Google Spreadsheet.
■Overview Are you managing business cards received at events in Google Forms but finding it time-consuming to manually transfer information from images into Google Sheets? Manually checking and copying each entry not only takes time but can also lead to input errors. With this workflow, OCR automatically reads business card information when a submission is sent to Google Forms and adds the data to Google Sheets, solving these challenges.
■Recommended for ・Those who manually manage business card information with Google Forms and Google Sheets ・Those who want to efficiently digitize a large number of business cards collected at trade shows, etc. ・Those who want to eliminate input errors in business card information and improve the accuracy of their customer database
■Notes ・Please integrate Google Forms, Google Drive, and Google Sheets with Yoom. ・For how to retrieve response content when using Google Forms as a trigger, see below. https://intercom.help/yoom/en/articles/6807133 ・You can choose trigger intervals of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan, so please note. ・The maximum downloadable file size is 300 MB. Depending on the app’s specifications, it may be less than 300 MB. ・For details on file size limits for triggers and each operation, please see below. https://intercom.help/yoom/en/articles/9413924 ・AI operations for OCR or speech-to-text are available only on the Team and Success plans. On the Free or Mini plans, operations configured in flow bots will result in errors, so please be careful. ・Paid plans such as the Team and Success plans offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations). ・OCR may not read data exceeding 6,500 characters or when the text is small, so please be aware.
■Overview This workflow allows you to automatically create a corresponding record in Notion just by adding a new row in Google Sheets. This automation eliminates the need for manual data entry and double management, maintaining consistency of information. With Yoom, you can easily connect apps without programming.
■Recommended for ・Those who use Google Sheets and Notion regularly and spend time on manual data entry ・Project managers who want to streamline team information sharing and update data without omissions ・Business owners who want to prevent errors from double data management and improve work accuracy ・IT personnel in companies interested in business automation through IT tool integration and considering implementation ・Freelancers or sole proprietors who need to regularly reflect data in Notion and want to save effort ・All business professionals looking to review and streamline their current workflow
■Notes ・You need to connect Google Sheets and Notion to Yoom. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview The 'When a row is added in Google Sheets, create an Airtable record' flow is a business workflow that streamlines daily data management tasks. For example, when the sales team adds new customer information to a spreadsheet, that data is automatically reflected in Airtable. This integration reduces the effort and errors of manual data entry and enables accurate information sharing. As a result, it automates the data flow between Google Sheets and Airtable, significantly improving operational efficiency.
■Recommended for ・Teams or individuals who regularly use Google Sheets and Airtable ・Business professionals who want to reduce data entry effort and improve work efficiency ・Administrators who want to prevent human errors associated with manual data integration ・Those who want to centrally manage information across multiple tools and automate business processes ・Those interested in leveraging Yoom to automate business workflows ■Notes ・Please connect both Google Sheets and Airtable with Yoom. ・For the trigger, you can choose a polling interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum polling interval varies by plan.
■Overview Based on the information managed in Google Sheets, the task of manually creating a folder in OneDrive each time is not only labor-intensive but also tends to cause omissions and naming mistakes. By leveraging this workflow, simply adding a new row to Google Sheets will automatically create the specified folder in OneDrive, enabling you to improve operational efficiency while maintaining accuracy in file management.
■Recommended for ・People who manage projects or customer information using Google Sheets and OneDrive ・People who want to eliminate the effort of manual folder creation and mistakes such as omissions ・People who want to automate file management tasks and create an environment that allows them to focus on core work
■Notes ・Please connect both Google Sheets and OneDrive with Yoom. ・Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies by plan.
After a web meeting ends or when audio data is uploaded to Google Drive, AI can transcribe the audio and either add the transcribed content to Google Sheets or send notifications to Slack.
When Zoom ends, summarize and add to Google Spreadsheet.
■Overview This is a flow that transcribes an audio file and notifies Slack when it is uploaded to Google Drive. By using Yoom, you can easily integrate apps without programming.
■Recommended for 1. Those who manage audio files ・Those who handle many audio files in their work and find it troublesome to check the contents ・Those who find transcribing audio files cumbersome and want to automate it
2. Those who use Slack as their main communication tool ・Those who find it troublesome to share information within the team ・Those who want to efficiently share transcription results with the team
■Notes ・Please link both Google Drive and Slack to Yoom. ・OCR or AI operations that transcribe audio are functions available only with the Team Plan and Success Plan. If you use the Free Plan or Mini Plan, the operations set in the flowbot will result in an error, so please be careful. ・Paid plans such as the Team Plan or Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
■ Overview Creating minutes after online meetings is an important task, yet it often requires a lot of time for transcribing recordings and copying the content. With this workflow, when a Google Meet meeting ends, the recording is automatically transcribed and the results are recorded in Google Sheets. It reduces the effort of minute-taking and helps you focus on core work.
■ Who we recommend this template for ・ Those who have many meetings in Google Meet and feel the workload of minute-taking is a challenge ・ Managers who want to streamline the recording and sharing of meeting content to improve team productivity ・ Members who want to prevent omissions from manual transcription and keep accurate minutes
■ Notes ・ Please connect Google Meet, Google Drive, and Google Sheets to Yoom. ・ You can choose a trigger interval of 5, 10, 15, 30, or 60 minutes. ・ The minimum trigger interval varies by plan. ・ Executing operations across a "Wait" step is only available on the Team Plan and Success Plan. On the Free and Mini plans, operations and Data Connect configured in the flowbot will result in errors. ・ Paid plans such as the Team Plan and Success Plan include a 2-week free trial. During the free trial you can use apps and features (operations) that are otherwise restricted. ・ The maximum downloadable file size is up to 300 MB. Depending on the app specifications, it may be less than 300 MB. ・ For details on the file size limits for the trigger and each operation, please see the link below. https://intercom.help/yoom/en/articles/9413924 ・ AI operations for OCR or speech transcription are only available on the Team Plan and Success Plan. On the Free and Mini plans, the operations set in the flowbot will result in errors. ・ Paid plans such as the Team Plan and Success Plan include a 2-week free trial. During the free trial you can use apps and AI features (operations) that are otherwise restricted.
■Overview The 'Create a page in Notion when a message is posted on Microsoft Teams' workflow is a business workflow designed to streamline communication within the team and centralize information management. By automatically generating a detailed page in Notion when an important message is posted on Microsoft Teams, it prevents information leaks and duplication, allowing smooth information sharing across the entire team.
■Recommended for - Team leaders who use Microsoft Teams and Notion regularly and feel challenges in information management - Business personnel who want to automatically record and organize important conversations and messages within the team - Executives who want to save the trouble of manually transcribing information and improve business efficiency
■Notes - Please link Microsoft Teams, Notion, and Yoom. - Microsoft365 (formerly Office365) has plans for households and general corporations (Microsoft365 Business), and authentication may fail if you have not subscribed to the general corporation plan.
■Overview The 'Summarize Discord Post Messages and Notify on Slack' workflow contributes to faster information sharing. By summarizing the content on Discord before notifying, it improves the readability of the information.
■Recommended for - Users who communicate within their team using Discord - Users who have frequent interactions on Discord and sometimes miss important messages - Users with multiple active channels who want to efficiently keep up with necessary information - Companies or teams that use Slack regularly - Users who want to quickly check important Discord messages on Slack
■Notes - Please integrate Yoom with both Discord and Slack. - The trigger intervals can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please be aware that the minimum trigger interval varies depending on the plan.
👏 Benefits and Examples of Integrating AI OCR with Google Sheets
Benefit 1: Save Time and Costs
Entering hundreds of health reports manually into a database can be extremely time-consuming. With OCR technology integrated with Google Sheets, the data from scanned reports can be quickly extracted. This saves hours of manual work, allowing teams to focus on other tasks. Plus, automating the process reduces the risk of input errors, eliminating the need for re-checking data and saving additional costs.
Benefit 2: Easier Data Search and Analysis
Searching through paper records for past health results can take a lot of time. With this automation, you can quickly find the information you need by searching for a patient’s name or ID number in Google Sheets. It also becomes much easier to analyze trends by aggregating health results from multiple years, helping teams make faster, data-driven decisions.
Benefit 3: Seamless Sharing and Collaboration
Sharing health data with health professionals or other stakeholders can be challenging with paper records. By automating data entry and sharing in Google Sheets, everyone can access the most up-to-date information in real time. This transition to a paperless system improves collaboration, speeds up decision-making, and is especially beneficial for teams working remotely.
📖 Summary
By using OCR technology with Google Sheets, you can automate the process of entering health data, reducing the risk of human error and saving valuable time. This integration ensures more accurate management of health data, making it easier to take timely and appropriate actions.
Best of all, no technical expertise is needed, and anyone can easily set it up! Ready to simplify your workflows? Sign up for Yoom and try it today!
With five years of experience as an SEO writer, I continue to write with the motto of being "easy to read" and "easy to understand." I want to convey the convenience of Yoom, which allows app integration without programming knowledge, to as many people as possible!
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