PDF EHR Data Migration

I need help bringing legacy clinical information into my current CharmEHR account. All of the source material is sitting in unstructured PDF files that came out of the previous system, and I want those documents turned into live, searchable data inside CharmEHR—not just attached scans.

The scope covers three clear data sets:
• Patient records (demographics, clinical notes, labs, imaging).
• Appointment history (dates, providers, visit notes).
• Insurance information (active and historical policies).

I will supply organized folders of the PDFs plus a data-field map drawn from CharmEHR’s import specifications. Your job is to extract the relevant fields, transform them into the format CharmEHR accepts, and load them through its import tools or API. A small pilot batch will come first; once that is verified for accuracy and formatting, the remainder of the files can follow in agreed-upon milestones.

Acceptance is based on:
1. 100 % match between the original PDFs and what appears in CharmEHR.
2. Correct linkage of every appointment and insurance record to the appropriate patient profile.
3. No duplicate or truncated entries.

If you already know CharmEHR’s CSV template or have scripted against its API, let me know; otherwise, outline how you will parse the PDFs (OCR, manual abstraction, or a hybrid approach) and maintain HIPAA compliance during the process.