Learn How We Clean and Prep Your Records for AI
- Support@VAClaims.ai
- Aug 7
- 3 min read
Behind the scenes of how we turn your VA and medical history into a powerful AI-ready dataset
Most Veterans Have the Records. They Just Aren’t Usable… Yet.
If you’ve served, you likely have hundreds — maybe even thousands — of pages of documentation:
Service treatment records with surveys and checklists
VA decision letters
Imaging scans and reports
Private provider notes
C&P exams
Appeals, denials, form letters
But here’s the problem: AI can’t work with this mess straight out of the box.
We’ve found that more than 99% of the veteran records we receive are disorganized, scanned incorrectly, missing structure, or riddled with duplicates and noise. A total mess.
If you upload these to ChatGPT or any other AI, you’ll get bad or incomplete results — or no useful insight at all.
That’s why data preparation is everything — and it’s the core of our service.
What We Actually Do With Your Files
When you upload your medical records to us, here’s what happens behind the scenes:
1. Secure File Intake & Review
We check that all files are accessible, readable, and labeled correctly. If there’s a problem, we reach out before moving forward.
2. OCR & Text Extraction
Most VA and medical records are poorly scanned PDFs or images. We run Optical Character Recognition (OCR) to turn these into searchable text — so AI can actually “read” them. There is a LOT of manual effort still, as OCR is not perfect and accuracy is paramount with data prep.
Most free OCR tools miss critical info. We use advanced, HIPAA-compliant systems to retain context and structure.
3. Noise Removal & De-Duplication
We strip out blank forms, junk pages, headers or duplicates that just waste time and cloud analysis. This helps AI stay focused.
4. Chronological & Thematic Sorting
We sort your records by:
Date of service / diagnosis
Body system / condition type
Relevance to potential claims
Type of document (e.g., VA decision, private treatment, labs, imaging)
This helps the AI model understand the flow of your medical history — and identify patterns.
5. Claim-Centric Indexing
We tag your files using VA disability categories (per 38 CFR rating schedules) so AI can match your data to actual rating criteria.
Why This Matters: AI Can’t Guess
AI models are only as good as the data they receive. If your records are out of order, unreadable, or incomplete, the AI will give generic answers or miss major issues.
But with a structured, clean dataset, AI can:
Map conditions to correct rating codes
Spot service-connected vs. non-service-connected issues
Detect potential CUE (Clear and Unmistakable Error) indicators
Recommend missing evidence
Summarize your strongest claims in plain language
Before vs. After
The Hardcore Truth: Real Value Isn’t the AI — It’s the Prep
AI is powerful — but only when the input is right.
We don’t just “run your file through a bot. We wish it was that easy. ”We build a personalized, structured case file that can power smarter AI analysis — from us, or any tool you use in the future. And once your data is clean, you own it. You can reuse it for future claims, appeals, or consults without starting over.
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