5 Steps to EHR Data Conversion | EHR and Health IT Consulting | Scoop.it

EHR data conversion is the process of moving patient data from legacy EHR system to a new EHR system. While automated EHR data conversion seems like a complex affair, it doesn’t have to be. When an experienced vendor partners with strong internal leadership, the data conversion will follow a proven, 5-step process, and the data will undergo a failsafe ETL.

Why Change EHR?

Healthcare providers are expected to document patient encounters. Traditionally, this documentation has been completed on paper and stored in file cabinets. However, the last decade has seen significant growth in provider adoption of Electronic Health Records (EHRs). The combination of government incentives, advances in technology, and improved outcomes and operations have fueled this growth.

When healthcare providers have access to complete and accurate information, patients receive better care and have better outcomes. EHRs improve providers’ ability to diagnose disease and reduce medical errors. EHRs further help providers meet patient demands, provide decision support, improve communication, and aid in regulatory reporting.

While EHR adoption has increased, so too has the need to change systems while maintaining the access to and integrity of patient health information. Healthcare administrators point to provider dissatisfaction and mergers and acquisitions as the primary contributors for changing EHR providers within their organization. In preparing for the implementation of a new EHR, healthcare organizations have been grappling with how to handle the data in the legacy systems.

What is EHR Data Conversion?

In response to this challenge, many healthcare organizations are turning to automated EHR data conversion to maintain data integrity. An automated ETL (Extract, Transform, Load) process avoids risks related to data manipulation, because not a single patient record is touched.

 

In an automated conversion, source values are extracted from both the legacy (source) system and new (target) system to create a conversion map. That map is entered into a conversion utility software. Data from the legacy system is run through the conversion utility and transformed to meet the needs of the new system. While it is being transformed, the conversion utility is monitoring for errors and estimated completion. After the data has met the standards, it is then loaded into the new system.

The process of an automated EHR data conversion may seem like a complicated and difficult undertaking. It doesn’t have to be when it is handled by an experienced vendor working with strong internal leadershipundergoing a recognized data conversion process.

5 Steps to EHR Data Conversion

1. Discovery

During the discovery phase of the process, the healthcare organization team will play a large role. An EHR vendor will ask internal IT staff to extract all data from the current system. Working together with an internal designated leader, IT staff, and Physicians Advisory Committee (PAC), the data conversion vendor will work to identify how much data is available, what data needs to be converted, and the accuracy of the legacy data.

2. Scope Definition

The scope definition phase of the process is the point at which both parties come to an agreement on which portions of the data need to be converted, the method of the conversion, and the prioritization of the data. During this time, the two teams should schedule time to review the records, format them to meet the new formatting requirements, and set the processes to updated record fields not available in the conversion.

3. Testing

Once the scope has been fully defined, and the formatting requirements are completely understood, the primary responsibility of the conversion then shifts to the vendor. Based on the input gathered during the scope definition step, the data architects working for the vendor will map the data fields and formatting from the old system to equivalent data fields and formatting in the new systems. After the map has been created, the data architects upload the test conversion data to a testing site.

4. Validation

This step is a shared responsibility between the healthcare organization and EHR data conversion vendor. Once the data has been loaded to the test site, the data architects validate the data. Then the healthcare organization leaders review the content, validate the records, and sign off on the final data set. This step may require several cycles. However, it is imperative for the success of the conversion.

5. Migration

Once the data has been validated, the vendor will executive the final migration. While the data is migrating, the vendor’s conversion utility should be monitoring total errors, parsing errors, mapping misses, percent complete, date/time to finish, and success rate. When all the data is converted and migrated to the new system, the healthcare organization will go live!

Throughout the EHR data conversion process, healthcare organizations are tasked with making important, and often tough, decisions about how to handle data, the methods of conversion, and data prioritization. It is important that healthcare organizations plan ahead, schedule the necessary time, and work closely with EHR data conversion vendors who are well versed in the each step of the process.