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Avoid the confusion of having patient information in both paper and electronic form

  We batch import all scanned images directly in YOUR existing EMR system.

Advanced Data Solutions will affordably scan and convert your entire file room in only a few days. Having an EMR system while maintaining patient charts in the form of paper can interfere with continuity of patient care.

Can you achieve Meaningful Use when most of
your patient information resides in the form of paper charts?

Can you operate effectively using both
manual and automated EMR / EHR systems?

If you’re facing the massive challenge of scanning patient medical records and researching how others have done this within their EMR or EHR without all the headaches and overwhelming costs, look no further.

Advanced Data Solutions is the largest conversion company in Florida specializing in medical records scanning and conversion.  We provide on and off-site services to doctor’s offices, hospitals and physician groups. We provide top quality, immediate services to our medical clients.  We work directly with EMR Implementation teams to coordinate your chart concurrent with your “go-live” date.  We convert most offices within a week! 

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  We separate charts according to YOUR existing file system...

...and integrate with your current or proposed EMR Solution at no extra charge!

Many scanning companies convert your charts into large, cumbersome files resulting in a search through dozens, sometimes hundreds, of pages of documents in order to locate a specific document. 

We’ve customized our processes so that your charts are separated according to tab sections and how your office does business.

Simply click on the Procedures Tab within your EMR and the respective scanned images will appear.

We provide this service at the same low rate, regardless of design!

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Our conversion team is experienced, professional and courteous.  All staff members have passed background checks and follow HIPAA policies to ensure your records are handled with the same level of confidentiality as your internal staff.  Our drivers have achieved FDLE security clearance and our vehicles are securely monitored from each point of pick-up and re-delivery.  Our facility is access-controlled and equipped with video surveillance and our Network and Software Systems are backed up and secured through firewalls and various protective measures.

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For most projects, our pricing is static and simple.

  • $.07 per page / On-Site Scanning & Conversion
  • $.04 Per Page / Off-Site Scanning & Conversion

Our pricing typically includes all phases of the project as detailed below.  In certain cases, rates might be slightly lower or higher.  As a general rule, however, this price model has been charged for most Patient Chart conversion projects.

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  Records Compatibility

The below diagram depicts a basic conversion project.  Within Phase I and II of a project, our programs develop custom interface source and index file schemes witch allows the direct batch import of thousands of files within your EMR or EHR system.

Phase I
Phase II
Proof of Concept
Phase III
Paper Conversion
Phase IV
QA & Upload
Determine the size, scope and timeline of the project
Establish a relationship with doctors, office managers, staff, EMR team & IT staff
Determine document types currently used within paper chart / tab filing system & proposed electronic filing system (within new EMR)
Obtain and convert sample charts
Process & upload sample charts in batch format within EMR Software
Obtain proof of concept from office administrator, IT staff and EMR team
Client office conversion begins will full staff and systems deployed
Charts pulled alphabetically by group (insurance category, etc…)
Charts prepped and bar coded by document type (Progress Notes, Insurance, Hospital, etc…)
Charts immediately scanned, auto-indexed, verified and re-bound
Charts refiled, but CLEARLY marked as processed and complete
Data verification / Quality Assurance
High level review personnel perform independent confirmation of patient name & ID, document type, date of birth, and other pertinent information.  This process occurs immediately following or concurrent to Phase III
Password protected and encrypted data discs provided to client and IT personnel
Thousands of files are uploaded and programmed to seamlessly integrate with client EMR system
Client sign-off obtained

Project Completed Typically Within One Week!

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 About Us

Advanced Data Solutions, Inc. (ADS) formed in 1999 to provide document imaging systems and services to medical, government and commercial entities throughout Florida.  Our service bureau converts millions of standard paper documents, patient charts, large format drawings and microformed documents annually to digital images.  This experience has given us “hands on” interaction with hundreds of clients throughout the Southeastern United States.  Through our specialization, we became a leading systems integrator with unique specialization in medical and governmental entities, departmental workflow, document lifecycles, records retention guidelines and best practices.  We are certified as a WMBE and Small Business with the State of Florida, Tampa Port Authority, Hillsborough County and the City of Tampa.  We are also a three-time Information Technology State Contract holder.  Read More...

  • Over a decade and 500,000,000 pages of document conversion experience
  • Customized Software and Systems Specific to Patient Chart Scanning & Conversion
  • High Speed Production Scanners / Image Enhancement Page Technology
  • Professional, Experienced Medical Records Conversion Teams
  • Impeccable Client References and Success Stories
  • Fast and Affordable Services




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