Critical factors that are crucial to streamlining EHR data migration
As healthcare organizations switch from one records system to another, they can learn key lessons from Main Line Health’s transition.
Healthcare organizations nationwide face substantial hurdles during EHR system transitions.
As the director of IT revenue training and corporate service applications at Main Line Health, I led our recent migration from Cerner to Epic, and our methodical approach offers a valuable case study for healthcare leaders aiming to navigate the complexities of EHR data migration effectively.
The complexity of multiple systems
Our transition began with an intricate dance of managing not only Cerner and Epic systems post-migration, but also with the task of rationalizing several additional systems along the way. In all, we were targeting more than 50 legacy applications, including Cerner EDM, Cerner InVision, Cerner ancillary systems for clinicals, pharmacy and laboratory (CoPath Plus), Soarian EDM and Clinicals, eClinicalWorks, and NextGen for more than 700 ambulatory providers. The primary goal was to prioritize the successful implementation of Epic while addressing complex archival needs, particularly in accounts receivable wind-down.
The objectives were clear – streamline our IT portfolio, decommission legacy servers and implement an effective data archiving strategy. To maintain data integrity and accessibility, we needed a comprehensive plan and strategic partners to support us through this challenging process. Here’s what we learned along the way.
Partnerships are critical
A cornerstone of our success was the decision to partner with an external IT provider specializing in legacy data management. We chose Harmony Healthcare IT. This strategic choice was crucial for ensuring secure access to historical records and compliance with legal medical record (LMR) requirements.
Another pivotal lesson learned from our experience was the critical role of the health information management team in data validation. Having a dedicated team focused on maintaining comprehensive LMRs was instrumental in ensuring data accuracy and continuity during the EHR transition. This collaborative effort between our internal teams and the external vendor was essential to the project's success.
Drawing from our experience, several success principles emerged that should be considered by other organizations that are considering a similar transition.
Develop a comprehensive plan. Address all aspects of data migration, from initial assessment to final implementation. A thorough plan is essential in managing the complexities of EHR transition effectively.
Choose the right vendor. Select experienced vendors with robust, compliant solutions. The right partner can provide the necessary expertise and technology to ensure a smooth transition.
Collaborate with internal teams. Involve dedicated teams, such as health information management professionals, to oversee data validation and archiving. Team collaboration is crucial for maintaining data integrity and continuity.
Prioritize accessibility. Ensure that historical records are accessible to stakeholders in a secure and familiar manner. Maintaining ease of access to important data during and after the transition is vital for operational efficiency.
Emphasize compliance. Maintain the integrity of legal medical records from both archived and current EHR data. Compliance with regulatory requirements is crucial for avoiding legal pitfalls and ensuring the continuity of care.
Deliver value through accuracy. Focus on achieving high accuracy in data archiving, supported by robust cybersecurity measures. Accurate data ensures that historical information remains reliable and valuable for future use.
Facilitate integration. Enable seamless integration of historical patient records with the new records system. This includes processes like master patient index backloading into the archive to ensure that patient histories are accurately linked and easily retrievable.
Enhance efficiency. Implement solutions that facilitate efficient access to archived records, such as single sign-on capabilities from the active EHR. Efficient data access reduces administrative burden and improves workflow.
Support financial management. Ensure that the transition supports financial operations, including transaction posting for accounts receivable wind-down and the generation of essential financial reports.
Plan for ongoing support. Provide continuous support and maintenance after migration to address emerging issues. Ongoing support ensures that any issues are promptly addressed, maintaining the integrity and functionality of the new systems.
Scott Engelman is the director of IT revenue cycle applications for Main Line Health System.