Posts Tagged: data conversions

What Is an EHR Data Conversion?

ehr data conversion

An EHR is an essential tool for any healthcare organization. The digitization of healthcare enables a data-driven approach to care. With this tool, you gain efficiency, reduce costs, and improve the quality and continuity of care. However, healthcare providers often change EHRs for many reasons, just as any type of business might change their software. In making a switch, patient data needs to migrate to the new system, and that’s an EHR data conversion.

EHRD Data Conversions Explained

To convert data from one EHR to another isn’t easy. Many factors complicate the process, and it’s not as simple as moving a database from here to there. Instead, it’s a multi-part endeavor that requires extracting data, transforming it to meet new requirements, and loading into the new platform. In the data world, it’s known as ETL (extract, transform, load).

With each of these steps comes many tasks to ensure the accuracy and security of the data.

Extracting Data

In a data conversion, the first thing to accomplish is extracting test data. With this test data, conversion providers are determining the structure of the data, mostly regarding fields. They then compare this, with the provider, to the new system’s fields.

Field mapping is critical in a conversion. While EHRs are similar, they don’t have exact fields, so it’s not a one to one match. Formatting of structured and unstructured data is also a challenge that’s discoverable during the extraction.

Post-extraction, data converters develop a plan to transform.

Transforming Data

In this step, data converters address the challenges with data formats or fields. The objective is to ensure that when you deploy your new EHR, the data is as accurate and reliable as possible. A tremendous amount of QA happens at this stage, with verification of the test data by you and your new software partner. You’ll have the opportunity to validate the data and define any issues for remediation by the conversion developers.

Loading Data

In the final stage, converters pull validated final live data. The data goes through another QA process to ensure all mapping looks correct. Then programmers deliver the data to the new system. This final conversion occurs in off-hours, and the next day, you should be ready to begin using your new EHR.

EHR Data Conversions: Best Practices

ehr data conversion best practices

If your organization is moving to a new system, then there are several best practices to consider before, during, and after the conversion.

Pre-Conversion

  • Choose a well-qualified and experience data conversion partner.
  • Discuss any possible issues with matching.
  • Determine how much data to convert from your legacy system. You don’t have to convert everything! You can archive what you don’t convert to a platform that meets medical record retention requirements.

During the Conversion

  • Validate the test data with your new software vendor.
  • Ask any questions about the test data, especially if anything is missing.

Post-Conversion

  • Check the live data for any discrepancies.
  • Decommission your old system once you convert and archive data. It will save you time and money.

We Make EHR Data Conversions Pain-Free

We’ve been converting healthcare data for over two decades. Our team of healthcare data-centric developers knows the ins and outs of software. With tens of thousands of data projects in our history, we can provide you a pain-free EHR data conversion.

Learn more about EHR data conversions by downloading our eBook, The Definitive Guide to Healthcare Data Conversions.

Managing a Healthcare Data Migration During Transition

healthcare data migration

Acquisitions, mergers, and consolidations have always been part of the healthcare landscape. In a year of a pandemic, financial uncertainty, and healthcare infrastructure challenges, they are becoming more common. While there are many facets to these transitions, some of the most important relates to data management. How can healthcare successfully manage a healthcare data migration during such times of change? It starts with classifying data into three categories: 

  • Data to convert
  • Data to archive
  • Data to purge

Let’s review each classification and how to achieve a successful healthcare data migration during transition.  

Data to Convert

During an acquisition or merger, there are likely multiple redundant systems. The objective is to choose one single source of truth for each health information system (HIS). Once you determine the platform you’ll be using, you’ll need to consider a data conversion. 

How much data should you convert? There’s no standard, but in our experience, most organizations choose to move two years plus current. However, you’ll need to decide what makes sense for your operations and users.

Converting data from one HIS to another isn’t typically a straight line where all fields match. It requires a thorough review of the old system and the new system. Consideration of numerous factors is necessary before you start. Focus on field mapping and locating any hidden data to ensure the most accurate conversion. Working with a reliable, well-experienced data conversion partner will make the process seamless and pain-free. 

Data to Archive

healthcare data migration archive

What do you do with the data you don’t convert? Per medical record retention guidelines, you must keep patient files for a period of time. That’s usually seven to 10 years, depending on your state. 

Instead of moving old data to your new system, archive it instead. Archiving provides a central, searchable repository of records. You’ll also be able to decommission the legacy system, which will save you money and time

When selecting an archiving system, there are key features you should seek:

  • Cloud-based, so it’s accessible from any device with an internet connection.
  • Ability to search and filter.
  • Multiple file and image types accepted.
  • Intuitive user interface, so users can learn it in minutes.
  • Reporting functions for auditing.
  • HIPAA and HITRUST compliant.
  • Encryption while data is in transit or at rest.

These are the basic features of any solid healthcare archiving tool. Additionally, you should ensure that your archive has a redundant backup to ensure you never lose access. 

Data to Purge

Purging is a good thing in the data world. But what can you really discard? You are legally able to remove any patient records outside of the record retention time period. So, if you have to keep records 10 years from their origin data, anything beyond this is fair game to purge.

Another category of data to purge is that which isn’t linked to any patient or record. There could be a large amount of disconnected data in your systems. Converting or archiving it isn’t necessary, so it’s best to purge.

The final area of purging relates to stale data that isn’t PHI (protected healthcare information). For example, your healthcare system may have patient, payer, or provider contact information that’s no longer active. Start fresh when you convert by leaving this data behind. 

How Will You Manage a Healthcare Data Migration?

If you’re beginning the process of an acquisition or consolidation, planning for your data should be part of the conversation. You have crucial decisions to make on what you convert, archive, and purge. 

If you’re not sure where to start, our team can help. We’ve performed tens of thousands of data conversions, archived billions of records, and purged systems securely.

Contact us today to learn more about our solutions. 

Pharmacy Data Conversions: Get the Facts

While pharmacists focus much of their attention on patient care, there’s also a technology component of everything they do. Your pharmacy software solution is critical to your operations. It holds valuable data, and when you decide to change software, much of the data needs to come with you. In this scenario, you’ll need a pharmacy data conversion. 

pharmacy data conversions

While you’ve probably heard of data conversions, you may not be an expert. And that’s okay—you don’t have to be. However, there are critical things every pharmacist needs to know before they go through the process.

As pharmacy data conversion specialists, we’re glad to share with you the facts!

Fact One: Field Matching Isn’t Exact

When you switch from one platform to another, even if they do the same thing, field matching is never perfect. Most of the general fields will be the same, but there are lots of variations around more specific fields. 

That doesn’t mean you can’t have an accurate migration. It’s critical to work with your new software provider and data conversion partner to validate field mapping. Data converters understand the ins and outs of pharmacy systems and likely have an answer to field mismatches, but always verify your test data.   

Fact Two: 340B Conversions Can Be Tricky

What makes this data element difficult in conversions is that it’s a separate inventory database, as you only track it and don’t pay for it. 340B data conversions are unique from other components. You should discuss 340B databases with your conversion provider, including where they live now and where they’ll reside in the new system.

pharmacy data conversion facts

Fact Three: Data Purging Leaves You with a Cleaner Conversion

If unlinked data is still in your system, it’s a good idea to purge it. Getting rid of stale, incomplete, or inaccurate data offers you a fresh start. Have a conversation about this and ensure that anything you purge is not part of the records you need to retain to meet compliance requirements. 

Fact Four: Systems Handle Drug Pricing Differently

Each prescription has a retail and copay price. Most conversions will migrate both, but your new software system may handle these numbers differently. There are several variables in play here, so this is another area to clarify before you convert.

Fact Five: QA Is Everything

In most data conversion workflows, test data is sent to the new system first. This test is necessary for validation of field matching. After review of the test data, you’ll need to provide feedback on any issues. Your data conversion partner should also have a robust QA process that delivers the most accurate results. All stakeholders—data conversion companies, pharmacies, and software providers—must participate. 

Want More Facts About Pharmacy Data Conversions?

These five facts are just the start. We’ve developed an in-depth whitepaper, The Ultimate Guide to Pharmacy Data Conversions. You can download it today to get all the inside information from our team—experts in pharmacy data conversion since 1997!