Data and Document Migrations

Transcription

1 UroChart EHR Data and Document Migrations Introduction This document is organized as follows: Introduction Migration Considerations and Concepts Migration Process Overview This document will serve as a white paper on migrating data from third party systems to UroChart EHR. There exist many considerations and decisions that will need to be adequately addressed in order to understand and facilitate the electronic migration of data to UroChart EHR. This document is intended to communicate these considerations in order to adequately plan and communicate the process of migrating data from third party systems to UroChart EHR. Seven options have been developed to choose from in migrating data from third party systems to UroChart EHR. These options are introduced and described in detail below. Due to data dependencies, all of the items below require the patients to exist EHR from an ADT backload from the Practice Management System with a matching Patient Identifier. Also all data elements must be in specific and labeled fields in a comma separated value file (.CSV) in order for the data to be parsed consistently and cleanly. Option 1: Migration of Documents and Images Option 2: Migration of historical ICD9 and CPT codes Option 3: Migration of Allergies Option 4: Migration of Medications Option 5: Migration of Family and Social History Option 6: Migration of Labs Option 7: Migration of PSA and Testosterone Option 1: migration of documents and images This option involves migrating the following documents and images from a previous EHR or PM system: Encounter notes/office visit notes/progress notes Typically extracted by date; typically extracted as one PDF per distinct OV note In some cases the customer may opt to extract a single PDF of all OV notes in chronological order. This means the physician would have to scroll down through a potentially lengthy document Scanned images May include CT Scans, Ultrasound Thermal reports, biopsy reports, urodynamics, scanned lab reports, radiology reports, op notes or other items Must be in a standard format such as a JPEG, PDF or TIF Multiple-page documents must be contained in one file Imported as and classified based on the document type and date

2 The data must meet the following in order to be migrated: Must be in.pdf,.tif, or.jpg (must be able to be natively opened in the Windows operating system with adobe acrobat reader installed) Must be accompanied by an index file in comma separated value (.csv) file that contains the following data elements: 2. Document type 3. Document date/time (scan date to be included for scanned documents) 4. Document unique identifier (can be file name) 5. Contents in index file must match documents provided in count and type Must be accompanied by a list of distinct document types that the practice can use to map to document buttons Option 3: migration of allergies (discrete) This option involves migrating Allergies from a previous EHR or PM system which can be brought in as discrete or as a single historical snap shot. 2. Allergy identifier (will require mapping to UroChart value) 3. Allergy description 4. Allergy reaction 5. Allergy onset date Option 2: migration of historical ICD9 and CPT codes (discrete) This option involves migrating historical ICD9 and CPT codes from a previous EHR or PM system. The required format of the data is Comma Separated Value (.csv). Surgical history (CPT): can be brought in as discrete data or as a single historical snap shot. Medical History (ICD9): can be brought in as discrete or as a historical snap shot. a number 2. ICD9 code (not just the description) 3. ICD9 code Onset/Exacerbation Date 4. CPT code (not just the description) 5. CPT code date Option 4: migration of medications (discrete) This option involves migrating medications from a previous EHR or PM system. The following data elements must be included in order to 2. National Drug Code (NDC) 3. Dates Option 5: migration of family and/or social history (discrete) This option involves migrating family and social history from a previous EHR or PM system. The following data elements must be included in order to meet the minimum requirements:

3 2. History identifier (Will require mapping to UroChart value) 3. History description Option 6: migration of lab results (discrete) This option involves migrating lab results from an existing EMR, PM or Lab system. Option I - if the lab data is residing in the current EMR as static scanned documents, the import of this information may be covered under the import of the documents / images noted above Option II - in some cases the customer may opt to have the 3rd party vendor extract the lab documents separate from general scanned images which would be covered under the document migration a number 2. Lab test ID or description 3. Date of the test 4. Lab result value 5. Abnormal flag (if available) Option 7: PSA and testosterone (discrete) This option involves migrating PSA and testosterone from an existing EMR, PM or lab system Can be brought over as discrete or a historical snapshot, and a document will be created to accompany the discrete data elements. The following data elements must be included in order to a number 2. Lab test ID or description 3. Date of the test 4. Lab result value 5. Abnormal flag (if available) Migration considerations and concepts There are many factors and points of consideration that will need to be understood prior to selecting the options that will meet the needs of your specific organization. Below is a list of topics or considerations to help in planning and selecting the migration options that will be used in your implementation. Multiple migration processes The migration approach outlined in this document entails the process of migrating your third party systems data twice. The approach that will be used will actually migrate the data from third party systems once to support the process of testing the UroChart EHR product with your developed procedures and operations during your implementation project. In the final phase of your UroChart implementation plan there exists the opportunity to build, design, and test your organization s procedures and operations prior to bringing the UroChart EHR into productive use. The first migration process will involve migrating a portion of your third party systems data to UroChart EHR to allow you to test the migrated data. The final migration step will be to migrate the entire third party systems dataset provided based on the options that you select to bring the UroChart EHR into productive use. If there are several locations or providers to migrate, a decision will need to be made prior to migration on how the additional documents and/or data will be migrated when the other locations and/or providers go live.

4 you select to bring the UroChart EHR into productive use. If there are several locations or providers to migrate, a decision will need to be made prior to migration on how the additional documents and/or data will be migrated when the other locations and/or providers go live. Database Structures The UroChart EHR database model and the third party systems database model may be extremely different as it relates to the entities or structures that you can define. During the migration of data from third party systems to UroChart EHR there will be cross reference tables developed to redefine or remap your data in to the new structures that you define in implementing the UroChart EHR database. These cross references will be provided to the Practice in order for the cross reference to be completed. Data Manipulation Following Migration In any electronic migration of data, there are two distinct systems being looked at in getting the data from one to the other. In all of the files being discussed in this migration there are new features and functions included in the UroChart EHR product that may not exist in the third party systems. This means that in all files that are migrated there are new data elements that do not exist in third party systems that will be needed in the UroChart EHR database. Any new data elements will be filled in after the Migration. Migration Process Overview This section describes the scope of the Migration of Third Party System data to UroChart EHR for homecare customers. The Migration team will manage an internal file that will store Migration mappings, Migrations, and defaults. The underlying goals of this Migration are as follows. To provide a flexible migration that will address a high percentage of options and defaults allowing each customer a great deal of flexibility To migrate all possible data elements to reduce UroChart EHR implementation time frames To allow the customers to consolidate their data from multiple third party system companies, as applicable, into a single UroChart EHR database Migration Planning Migration planning should be of key interest to each UroChart EHR Practice. The following steps that have been identified will need to be considered carefully before migrating practice data to UroChart EHR. Each section is discussed in detail throughout this document. 1. Identify what data will be migrated to UroChart EHR. The practice has the following options: Option 1: migration documents and images Option 2: migration of historical ICD9 and CPT codes Option 3: migration of allergies Option 4: migration of medications Option 5: migration of family and social history Option 6: migration of lab results Option 7: PSA and Testosterone 2. Identify who will be providing the UroChart EHR team with the discrete data and/or documents. Because UroChart does not know the technical details of your current EHR and for legal reasons, we typically utilize the services of a 3rd party migration vendor or work with the current EHR vendor to complete the extract process.

5 *Your UroChart account representative can provide you with contact information for 3rd party EHR migration vendors we have worked with. The migration vendor will work with your practice to provide an extract quote based on data elements you wish to migrate and any unique issues that might affect the extract. 3. Identify how the data will be transmitted to the UroChart EHR resource. Typical methods include SFTP and shipping data on an encrypted external hard drive. 4. Identify individual(s) in the practice that will assist with data mapping and the testing the migrated data. Migration Plan Start Date Complete Date Owner 7/18 7/18 7/19 8/2 8/2 8/2 8/3 8/10 8/13 8/13 8/14 8/21 8/22 9/5 9/5 9/5 9/6 9/13 9/14 9/14 9/17 9/17 9/18 9/19 9/20 9/27 9/27 9/27 9/28 9/28 10/1 10/11 10/2 10/9 10/10 10/ A test database will be created for use by the practice in order to review the data that will ultimately be migrated into production. This will allow this data and mapping to be validated by the practice as well as internally. 5. Identify missing information that could keep the records from being associated to a patient, location, provider, etc. 6. Identify the most fundamental structural change that will occur in moving from your system to UroChart EHR. Typically this is the practice location structure. 7. Identify Code equivalencies that will need to be addressed in a cross reference file. Contact Us For more information, please call or info@intrinsiq.com. 8. Identify any defaults to be used during the migration process where a match is not found in a cross reference or not included in the Source data. This may include items such as the following: Document types Dates Locations Providers 9. Work with UroChart EHR Implementation Consultant and Interface Resource on the data migration project plan. The following is a sample of a plan (dates will fluctuate depending upon the data being migrated):