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AI consulting · Philadelphia, PA

AI consulting for Philadelphia hospitals, universities and labs.

Claims and remittances, transcripts and aid notices, batch records and certificates of analysis: read by AI and kept the way regulators and accreditors ask.

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Remote from Lakeland, Florida. The first conversation is free.

A claim, its EOB, the denial and the appeal on one patient accountFour documents sit around a circle: the claim, the explanation of benefits, the denial and the appeal. In the middle, one patient account holds all four, so the appeal is built from papers already on file.One accountevery page on fileClaimEOBDenialAppeal
A Philadelphia revenue cycle team’s loop: claim, EOB, denial, appeal, all filed to one account.
Top industries on this page
Pennsylvania rules covered
Breach of Personal Information Notification Act · Hospital medical records retention
Our hours in Philadelphia
Monday to Friday, 8 AM to 8 PM Eastern time

01 · Healthcare in Philadelphia

Win the appeal with the papers you already have.

What goes wrong todayA denial arrives by fax. The claim, the explanation of benefits and the referral that would win the appeal sit in three different places, and the appeal window keeps running while someone looks.

Who handles it: Revenue cycle and billing managers, Health information management staff, Practice administrators.

Healthcare RCMExample document types and fields
Document typeFields it reads
Health Insurance ClaimInsured, Patient, Payer, Billing Provider NPI, Total Charges
Explanation of BenefitsStatement Date, Member ID, Plan Name, Patient Responsibility
Provider Remittance AdvicePayer, Payment Reference, Payment Date, Payee NPI, Payment Amount
Specialist Referral AuthorizationReferral Number, Patient Name, Referring Provider Name, Referred To
Adverse Benefit DeterminationPayer, Decision Date, Claim Number, Member ID
Claim Reconsideration and AppealClaim Number, Disputed Amount, Appeal Reason, Appeal Date

Where Ademero fits

  • CapturePoint 6. Reads claims, EOBs, remittances and referrals on a Windows PC in your office, so patient information is not sent to an outside service to be read.
  • Content Central. Keeps the patient and claim record in the cloud or on your own servers, with permissions by document type and field and an audit trail of every view.

Rules this paperwork lives under

HIPAA Security Rule
Asks for access controls and audit controls on electronic patient information. Content Central limits who sees each document type and logs logins, searches, views and deletes. Ademero signs Business Associate Agreements.
HIPAA documentation
Certain HIPAA documentation, such as signed authorizations and your privacy policies, is kept for six years. A retention schedule per document type keeps each one for as long as you set.

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Philadelphia, Pennsylvania

“Eds and meds,” and now the labs next door.

Philadelphia’s economy leans on its hospitals and universities, and the region has become a center for cell and gene therapy. Each runs on its own paperwork: claims and remittances in the revenue cycle, transcripts and transfer evaluations at the registrar, batch records and certificates of analysis in the lab. Pennsylvania sets how long hospitals keep medical records, and the FDA sets the rest for the labs.

  1. 01HealthcareRevenue cycle and billing managers, Health information management staff, Practice administrators
  2. 02Higher educationRegistrars, Admissions processors, Financial aid officers
  3. 03Life sciencesQA and document control, Regulatory affairs, Clinical operations

02 · Higher education in Philadelphia

Transcripts as data, not PDFs to retype.

A transfer applicant’s transcript arrives as a scanned PDF. Someone keys the courses into the evaluation by hand, and the student waits for an answer while orientation fills up.

Student RecordsExample document types and fields
Document typeFields it reads
Official Academic TranscriptStudent Name, Student ID, Program of Study, Cumulative GPA, Issuing Institution
Application for Undergraduate AdmissionApplication Number, Student ID, Term of Entry, Applicant Type
Transfer Credit EvaluationEvaluation Number, Student ID, Source Institution, Receiving Program
Financial Aid Award NoticeAward Year, Student ID, Notice Number, Total Estimated Cost of Attendance
Certificate of ImmunizationStudent ID, Date of Birth, Recorded Status
Affidavit of DomicileStudent ID, Classification Term, Classification Requested
Official Score ReportExam, Test Date, Composite Score, Score Recipient

Where Ademero fits

  • CapturePoint 6. Reads transcripts, applications and aid notices on an office PC and files each under the student ID, in folders, SharePoint or OneDrive for a school account, or Content Central.
  • Content Central. Keeps the student file with row-level access, so each office or advisor sees only their own students, and a retention schedule per document type.

Rules

FERPA
Education records are disclosed only with written consent or under an exception, and students can inspect their records within 45 days of asking. FERPA does not set retention; your state and institution do. Permissions and an audit trail show who opened which record.

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Pennsylvania rules

What Pennsylvania law asks of your documents.

The state rules that most often touch Philadelphia paperwork in the industries above, in plain words. We describe what the software does; whether you comply is for you and your counsel, and laws change, so confirm the current text.

Breach of Personal Information Notification Act

73 P.S. Section 2301 and following, as amended in 2024

Applies to
Businesses and state agencies that hold computerized personal information about Pennsylvanians.
What it asks
Notice to affected residents without unreasonable delay. The 2024 amendment added notice to the Attorney General when more than 500 residents are affected, and credit monitoring for some breaches.
What the software does
Permissions, multi-factor sign-in and an audit trail that shows exactly which documents a user opened.

Hospital medical records retention

28 Pa. Code Section 115.23

Applies to
Hospitals licensed in Pennsylvania.
What it asks
Medical records kept for at least seven years after discharge, and a minor’s records kept until majority and then for at least seven years, or longer if required for adults.
What the software does
A retention schedule per document type and a per-document override for a minor’s record.

03 · Life sciences in Philadelphia

The certificate behind every batch, in one search.

An inspector asks for the certificate of analysis behind a released batch. It was emailed by the supplier, printed, initialed, and filed in a binder that left with the person who signed it.

  • CapturePoint 6. Scans and splits paper batch records and supplier documents on a PC in the lab or warehouse, with searchable PDF and optional PDF/A output.
  • Content Central. Keeps controlled documents and the audit trail your validation team will examine: who viewed, changed and approved what, approvals confirmed with a PIN, and the approver’s signature stamped on the page.

FDA 21 CFR Part 11, in short

Sets rules for electronic records and signatures: secure audit trails, limited access and signatures tied to the record. Your validation decides how a system is used under Part 11.

  1. 1. Receive

    Supplier certificate of analysis

    Captured from the quality mailbox or scanned, and filed by supplier, material and lot.

  2. 2. Release

    Incoming material release

    Routed for approval, each approver confirming with a PIN.

  3. 3. Make

    Batch record

    Kept with every revision of the SOP it was run under.

  4. 4. Investigate

    Deviation and CAPA

    Linked to the batch, so the whole story comes up in one search.

How we work

How we work with teams in Philadelphia.

We have no office in Philadelphia. Ademero works remotely from Lakeland, Florida, and every meeting, pilot and training session runs online, Monday to Friday, 8 AM to 8 PM Eastern time.

Our hours in Philadelphia timeIn Philadelphia local time: Ademero, 8 AM to 8 PM; A typical office day, 8 AM to 5 PM.6 AM10 AM2 PM6 PMAdemero8 AM to 8 PMA typical office day8 AM to 5 PM
In Philadelphia time (Eastern). We work Monday to Friday, 8 AM to 8 PM Eastern.

What an engagement produces

  1. 01

    An assessment, in writing

    A map of your document streams: what arrives, from where, roughly how many, who touches each one and where its data has to land. Ranked by where AI pays off first, with the product that fits each and anything that touches Pennsylvania rules called out.

  2. 02

    A pilot on your documents

    We run a sample of your real healthcare documents through CapturePoint 6, with a job set up from a folder of your own samples. You see which fields it reads, what it sends to review and why, and where the files land.

  3. 03

    A scope and a quote

    What the rollout covers, which systems we connect, how your team is trained and how support works after go-live, priced for your project.

The first conversation is free. Prices come in the quote, for your scope.

Questions

What Philadelphia teams ask us.

How long do Pennsylvania hospitals keep medical records?

Under 28 Pa. Code 115.23, at least seven years after discharge, and for a minor, until they reach majority and then at least seven more years. A retention schedule per document type, with a per-document override for a minor, keeps each record for its period.

Can the AI read transfer transcripts?

Yes. CapturePoint 6 reads official academic transcripts (student name and ID, program of study, cumulative GPA, issuing institution) and transfer credit evaluations, so evaluators start from data instead of a PDF.

We validate every system that touches GMP records. How does that work with you?

Your validation team decides how a system is used under Part 11. In the pilot we show them what Content Central records: the audit trail of who viewed, changed and approved what, approvals confirmed with a PIN, signatures stamped on the page and every version kept.

Bring one healthcare document stream. We will show you what AI does with it.

Tell us where the paperwork piles up. The first conversation is free, and you leave it knowing whether AI is worth a pilot.

Book a free consultation(863) 937-0272
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