Understanding Data Migration Issues in Practice: Four HIM Strategies for successful EMR Replacements

Transcription

1 Understanding Data Migration Issues in Practice: Four HIM Strategies for successful EMR Replacements SEAN WEST VP, HEALTHPORT DATA CONVERSION SERVICES Objectives Discover three key considerations to minimize financial risks and impacts to staff productivity during conversions Analyze different data migration strategies Distinguish the six must haves for successful data migration during an EHR replacement project Agenda What s happening with EMR replacements? What s the impact? revenue productivity data Strategies to successfully migrate EMR data Three migration options Recognizing red flags 1

2 What s Happening with EMR Replacements? 60% 30% 50% Doctors who now use electronic records the number of organizations replacing EHRs Sources: 5 Tips for Improving Provider Productivity with an EMR. EMR&HIPAA. May KLAS report, Ambulatory EMR 2012: Market Splitting under Adoption Pressure. Top 3 Industry Drivers for EMR Conversions Acquisition Upgrades Compliance What s the Impact? 3 Key Considerations for Data Migration Minimize financial/compliance risk Impact on productivity Financial impact 2

3 Steps to Successfully Migrate EMR Data Start Early Conversion efforts should begin 6 months prior to anticipated go-live with the new system. Form a Committed Team You should have all stakeholders represented to ensure all meaningful data is accounted for. Gather Requirements: What data should you convert? Ensure that you know the import/export process and accepted formats of both your old & new EMR system. If not all data is being converted, how & where will it be securely stored. Engage a Data Analyst (internal or external) This person/vendor ideally has a seat at the table on your project team to ensure all requirements are understood. This person/vendor will have responsibility for the Scope of Work (SOW) pertaining to migration. TEST Sample sets of data should be tested to assure successful migrations. Data Migration: 4 Strategies to Consider One-time data conversion System-to-system interface Multiple system use Vendor neutral archive (VNA) One-time Data Conversion Upload past 36 months of data into the new EMR Store past four to ten years at lower level of indexing specialty driven Upload as much discrete information as possible Definitely include: most recent lab results, last two office visits and any preventative testing mammograms colonoscopies 3

4 Data Migration: System-to- System Interface Ensures constant online access Possible to view everything in the new EMR Potential downsides: cost to support and maintain old EMR multiple systems involved requires toggling between systems Use of Multiple Systems Perception of lower cost than conversion as some vendors allow read only access at lower annual maintenance pricing Risk for significant reduction in productivity Exposure to overlooking items critical to patient care Data Migration: Vendor Neutral Archive (VNA) Best of both recent data migrated to the new EMR older information stored in online, vendor-neutral archive Easily available and retrievable Less expensive Support HIPAA compliance for entire lifecycle Long-term data retention requirements Accommodates all types of data discrete data, audio, video, Dicom and scanned documents Ensures interoperability and control of your data 4

5 Recognizing Red Flags Output issues Many practices/physicians incorrectly believe that anything not in a scanned image will migrate out of your legacy system. Many 1 st generation EMR systems supported free text in certain fields that can be problematic to convert. Consult with a reputable analyst to manage expectations Migration costs As mentioned, avoiding the expense from a conversion vendor by gutting it out has huge consequences. Recognizing Red Flags Interface challenges Always know the exact workflows for data import/export and supported formats prior to purchasing a new system. Pre-load as you go Many vendors don t want to include the true cost of implementation/conversion to avoid delaying the sale. Utilizing internal resources to re-build patient histories is not cost effective and not what patients want to experience. Six Must-Haves for EMR Data Migration Who your committed team What data migration plan When six months prior to go-live Where will all your data go How will you retrieve it when needed TEST you must prove your results prior to go-live 5

6 Questions to Ask Your EMR Vendor Questions for your new vendor (preferable to know this prior to purchase) What is the preferred method of importing discrete data? What data formats can be imported? Negotiate from your new vendor Data import assistance: You should negotiate hours of assistance on the front end to ensure your legacy data import is efficient and accurate. The number of hours depends upon the number of data sources and data elements. Thank You! Questions, Answers and Concerns SEAN WEST, VP & GM HEALTHPORT DATA CONVERSION SERVICES 6