Simplicity Solutions and Workflow Filing have partnered with COUNSELEAR,
the industry leading Practice Management Solution for Hearing Clinics.

Convert Legacy Paper Records


If you are moving from a paper-based to an electronic health record, if you acquire new paper-based clinics, or if you have legacy paper records after your COUNSELEAR deployment, we can assist you. The service is turnkey and designed to take the problem of paper-based records off your staff’s hands, keeping them serving your patients instead of handling paper-based records.

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Our Process

Simplicity's service starts immediately with the first no cost, no obligation consultation.

We assist the clinic in estimating the volume of conversion records and aid in deciding what to convert. Finally, we assist the clinic in boxing and palletizing records for shipment.

Work with the COUNSELEAR team and the clinic to create a patient file dump used in the conversion to key a patient name and query to obtain a valid COUNSELEAR patient ID.

Catalog and inventory records by location (if applicable) and verify items received for conversion.

Prepare for conversion in an automated scanning operation, scan records and quality check all scans, and index records at the folder level by patient name.

Match patient names to COUNSELEAR patient ID’s and insert those values into the index.

Look up mismatches in patient data to try to obtain a Patient ID based on misspellings. Then we isolate files that could not be matched and issue a separate export by Patient Name.

OCR , export and upload PDF files to COUNSELEAR for creation of new patients in the EHR to attach searchable PDF Files.

Store files securely until a Destruction Authorization is granted, generally 90 – 120 days. Destroy Records upon authorization and issue a Certificate of Destruction to your clinic.

Conform the third export by patient name, patient ID, and DOB as an archive copy sent directly to the clinic for long-term archive backup.

What Are People Saying?

"Going paperless" is what I’ve knew I needed to do for a while, I just didn’t know where to start or who to contact, so I just kept putting it off until one day when I was forced to think about it upon remodeling my office and moving to a new location. I was working with a lot of different companies on the renovations and I did not want to buy more filing cabinets so they recommended Bruce and Bill and their companies Work Flow Solutions and Simplicity Online. All I did was call them and after only a couple of conversations we were on our way to having our charts picked up, scanned, and properly disposed of. I just gave them CounselEar‘s information and they took care of it from there. The next thing I knew I was a paperless office. Making this decision is probably the top two most important things I’ve done for my office growth as well as my sanity. They have since done many offices I personally know of. I will never look back — this has been one of the best decisions I’ve ever made.

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Our process is comprehensive and involves a significant amount of contact with the client. In many cases, the records are legacy in nature, not well organized, and not well labeled or maintained. However, we will make every effort to account for and upload everything.

Complete your investment in COUNSELEAR by fully digitizing your legacy records TODAY.