Bridges serve as vital connections for people. The history of the first bridge dates back thousands of years, and today bridges break records for both height and length. The Danyang-Kunshan Grand Bridge, for example, currently holds the record for the world’s longest bridge, coming in at a whopping 104 miles long!
Clinical data conversions are necessary when a healthcare organization changes EHR vendors, merges with another organization, or acquires new provider practices. In these situations, it’s important to ensure that all patient data is transferred accurately and completely to the new system. Just as a well-constructed bridge provides connectivity, a thoughtfully executed data conversion plan ensures optimal patient care delivery.
But how can you ensure success when you convert patient data from your old EHR — and perhaps multiple stand-alone clinical systems — to your new target system? At first it may seem like chaos, but you can find zen by following some basic principles.
Start with a Firm Foundation
Before building a bridge, engineers survey land to determine precisely how best to build a firm foundation. Similarly, we recommend that you survey patient care areas throughout your organization. That way, you can inventory all of the systems in use — including stand-alone ones — and build a firm foundation for your conversion project.
As a best practice (and to avoid frustration down the road!), ask for the following details right away, and keep track of the responses in Smartsheet or another database that you and your project team can access and share:
System basics:
- Name of system
- What is it used for
- Is it hosted or on-prem*
- What computer (or network) is it on / which data center is it housed in*
- At which facility(ies) is it used
- Does it contain patient data
- Will it need to be part of our EMPI analysis*
- Does it currently have interfaces and if so, to/from which system(s)*
System Resources:
- Name and email of the primary internal support contact for the system
- Internal SME for this system, if different from internal support contact above
- Name and email of the vendor contact(s) for this system
- Who can validate the data converted from this system to our new EHR
Data Migration:
- How can information be extracted from this system*
- Data transfer method (VPN, cloud, FTP, etc.)*
- Server name and IP*
- VPN*
- Catalog data structures, formats, and standards*
Gathering the information above will help create a firm foundation not just for your conversion project, but also when it comes time to decommission systems and/or archive data. Sending out the survey will also establish good communication for the conversion project.
* NOTE: Some of the items listed above are important to inventory and track, but patient care areas may not be able to provide you with answers to the asterisked items. Be prepared to do some additional investigation after you receive initial survey responses. Incomplete data can leave holes or cracks in your foundation.
Building the Bridge
Once you’ve built your firm foundation, here are some “bridge-building” tips from the trenches:
- Planning and Preparation: Identify the right “bridge contractors and subcontractors” for the job. For example, hire a topnotch EMPI clean-up and remediation service provider — many good options are available. Ensure the right specialties, departments, and internal expertise are involved in your data conversion project, such as IT, HIM, clinicians, etc. Communicate the conversion process and its impact to all relevant stakeholders, healthcare providers, and staff.
- Data Extraction, Analysis, and Mapping: Structural analysis is a key component of building a bridge to ensure it can withstand anticipated loads and environmental conditions. Likewise, data requires a structural analysis to ensure data integrity and security. Analyze the records in your source system to identify any data quality issues. Cleanse the records in your source system and standardize the extracted data to resolve any identified issues. Then design data mapping rules that will help transform (or “bridge”) data from the source system to your new target system. Establish a thorough mapping table that specifies how each data element will be converted. Apply the defined mapping rules to transform the data into the format required by your new target system. Work with the target system team to coordinate the build for items that do not map across systems.
- Conversion and Validation. Load the converted data into the target system, following the specified data loading procedures. Validate the loaded data by comparing it with the source data and performing data reconciliation. Conduct thorough testing and verification to ensure that the loaded data is accurate and accessible. Read this blog post for some additional recommendations on who should be involved in data validation. The steps outlined in Data Extraction, Analysis and Mapping through Conversion and Validation should be repeated as changes are discovered.
- Implementation and Go-Live: Communicate the cut-over process and its impact to relevant stakeholders, such as healthcare providers and staff. Perform a final review and validation of the converted data. Execute the cut-over process and monitor the system closely after go-live to address any issues or concerns promptly.
Bridge building is rooted in engineering principles and technical requirements, but design and creativity make it more than a functional endeavor — bridges enhance human lives. Similarly, successful clinical data conversions are the “bridges” to care continuity, interoperability, data analytics and research, regulatory compliance — and will enhance human lives.
If you think you may need some data conversion expertise, HealthNET can help. Contact us to learn how our clinical and/or financial migration experts can help ensure a well-planned and executed conversion.
Blog Post Author:
Sandra Murray, MBA, PMP, CISM, ITIL
Senior Director
HealthNET Consulting
Sandra Murray has 20+ years of healthcare IT experience, and is a highly technical, hands-on project manager with outstanding analytical, organizational, and interpersonal skills. Before joining HealthNET in 2014, Sandy was the IT director of a Gulf Coast health system. She is adept at meeting the needs of technical and clinical end-users, which produces results that align with senior management and overall corporate goals.
Sandy has successfully led on-time, on-budget electronic health record (EHR) implementations (Epic, MEDITECH, eClinicalWorks, etc.) at multi-facility health systems and physician practice groups.