EHR Conversions & Archiving – 5 Things to Consider

Today, practices and hospitals face mergers, consolidations, and the subsequent sunsetting of legacy EHR and PM systems. As a result, they are forced to make critical decisions regarding EHR and PM data conversion, migration, and archival. System migrations are complicated and intensive, posing a variety of potential consequences from daily operations to the continuum of care. If your organization is planning an EHR or PM transition, we have some things to consider during this challenging process.

1. Planning for the future – which data goes where and when?

When you are developing a data migration project plan, you must consider what to do with your existing clinical and financial data. In addition, you need to decide whether to move all the data at once or transition over time helping to shape how you manage expectations with your practitioners and data transition teams.

Which data gets converted and placed into the new system, and which data gets archived? Determine what is essential to maintain patient care, continuity and report outcomes. You also need to consider what will be needed for reimbursement and collections. This is a good time to get input from your providers, clinical staff and finance team- after all they are the people using the system.

2. What About Your Data Archive?

Centralizing and modernizing your archiving infrastructure will provide better access to patient history and financial data across multiple clinical and financial legacy systems. A modern healthcare archival system offers a complete view of patient history, relieves the strain on your IT budget by retiring legacy EHR or PM systems, maintenance and subscription charges all while maintaining ongoing HIPAA, PHI and other regulatory requirements.

3. Clean-up Duplicate Patient Records

Duplicate patient records are a problem that everyone has. These problematic records are a leading cause of confusion, error, and compromised data integrity across your patient records. Duplicate patient records threaten patient safety and claims reimbursement and must be resolved before data migration. Otherwise, the new EHR is going to perpetuate the same problem of duplicate patient records and conflicting data.

4. Consider Your Users: Workflow and Training

Ultimately, the goal of the EHR & PM is to improve the operational and clinical functions so administrative and clinical staff can provide better service and patient care. Working with your internal constituents to inform, train and collaborate on workflow challenges, operational requirements, and clinical demands will help ensure user satisfaction and high user adoption rates after your conversion.

5. Look for an experienced conversion specialist partner

The complexity and mission-critical nature of an EHR or PM migration make it a high-risk activity. It requires careful planning, experience, and data management expertise. Practices and hospitals often lack the in-house experience or expertise required for a seamless data migration. That’s when the practice turns to a qualified expert with a proven track record to help in the planning and execution. Experienced data conversion specialists have defined procedures and tools they’ve developed to streamline the conversion process and minimize any challenges encountered during the project.

How EHR Integration Services Can Help

If you are planning an EHR or PM conversion, we provide full-service conversion, data migration, and archiving services. For over 10 years we have been converting data for most of the top EHR/ PM vendors & systems. Our numbers speak for themselves with over 50 million charts and more than 400 data extraction and conversion projects, including 15+ major healthcare organizations converted to EPIC EHR.

Talk To Us About Data Conversions

Contact Stacey Duran
315-707-7843 ext 115

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