GE Healthcare Migrating Data to Centricity Practice Solution 2032026-001 Rev B March 2007 Centricity Practice Solution 2032026-001 Rev B 2006 General Electric Company
All information is subject to change without notice. This information is the confidential and proprietary information of General Electric Company. Unauthorized duplication is strictly prohibited. Centricity and Logician are registered trademarks of General Electric Company. 2006 General Electric Company. All Rights Reserved. GE Healthcare, 540 W. Northwest Highway, Barrington, IL 60010, USA
CONTENTS About this guide...v Getting the latest information... v Documentation conventions... vi Other resources... vi Online help (F1)... vi Documentation on the Centricity Practice Services Web site... vii Training database... vii If you encounter a problem... vii Overview of data migration... 1 Data migration phases...2 Phase I: Prepare data and environments...2 Confirm/upgrade EMR database to required version...2 Separately install/upgrade to Centricity Practice Solution...2 Clean up your database(s) and prepare for Centricity Practice Solution... 3 Backup source and destination databases before migration...5 Phase II: Set up the data migration...5 Phase III: Migrate data to Centricity Practice Solution...6 Data conversion...6 Data migration...6 Data that is not migrated...7 Phase IV: Data migration cleanup tasks...8 Data-matching rules (joint EMR/PM implementation)...8 Migrate your EMR Oracle data... 9 Set up the Data Migration Wizard...9 Phase 1: Set up the data migration...10 Phase 2: Migrate your data...12 Phase 3: Post-migration cleanup...15 About post-migration cleanup tasks...16 Data migration processes... 21 Data migration actions...22 Tables involved in migration and upgrade of joint implementations...23 Data that is not migrated...23 Migrating user accounts for authentication...24 Direct data migrations...25 Complex table migrations...30 Simple data mappings...30 Complex data mappings...30 Data cleanup operations...30 2006 General Electric Company
Migrating Data to Centricity Practice Solution Order of data transfer...31 Doctors, Physicians and Resources...32 User Resource data...32 Referring Physician data...36 Appointment Resource data...41 Data related to security permissions...42 Business information...43 Employer data...43 Insurance data...46 Insurance Formulary data...49 Pharmacy data...50 Service Provider Organization data...51 Guarantor information...53 Patient information...56 Patient demographics data...56 Patient Insurance data...63 Patient Personal Contacts data...68 Patient Pharmacy Relationship Data...71 Patient Referring Provider Relationship Data...72 Patient Responsible Provider Relationship Data...74 Patient Personal Relationship Data...76 Appointments information...78 Appointments Types...78 Resource/Provider Schedule Data...79 Appointments data...85 Insurance Code data...89 Residual tables...91 Moving data from source to destination...92 Migrating and upgrading custom reports... 93 Impact of schema changes...93 Changes to patient relationships...95 Changes that impact reports...95 Appointments...95 Employers...96 Insurance...97 Orders...98 Patients...99 Pharmacy...100 Relationships...100 Service Providers...101 Practice management views...102 Crystal Reports v10.0 required for custom reports...103 Converting EMR custom reports to Crystal Reports v10.0...103 Converting PM custom reports to Crystal Reports v10.0...104 iv 2006 General Electric Company March 2007
About this guide Getting the latest information v Documentation conventions vi Other resources vi If you encounter a problem vii This guide provides detailed resources for migrating an Oracle Centricity EMR database to the Microsoft SQL Server-based Centricity Practice Solution database. This guide contains the following information: Overview of data migration on page 1, describes the data migration process, from pre-migration steps to prepare and secure your data through configuring and running the Data Migration Wizard. Migrate your EMR Oracle data on page 9, provides detailed instructions for configuring and running the migration and carrying out post-migration cleanup tasks. Data migration processes on page 21, describes in detail how data in an existing Centricity Physician Office EMR 2005 Oracle database is moved and transformed during the migration, including the source and destination location (in tables and columns). Migrating and upgrading custom reports on page 93, explains how custom clinical (EMR) and financial (PM) reports may be affected by the data migration. Getting the latest information GE documentation is often updated after general release of the product. To get the latest version of this guide and other documentation go to the Centricity Practice Services Web site at http://centricitypractice.gehealthcare.com. Check the publication date listed on the title page of all documents and in the lower right corner of left facing pages to see if you need to download a more recent version. In updated versions, content revisions are marked with revision bars. 2006 General Electric Company
Migrating Data to Centricity Practice Solution Documentation conventions Centricity Practice Solution documentation uses the following conventions to represent different types of information: This convention... monospaced type Chart > Clinical Lists Ctrl + U italic type!!! Means this... Type this text exactly as it appears. Open the Chart folder and select the Clinical Lists item. Hold down the Ctrl key while you press U, then release both keys A term that is being defined Information that is important and should not be overlooked Information about a shortcut or other convenient or optional information Information with a critical impact on software implementation or performance Warning: the information presented can prevent patient harm Other resources Online help (F1) GE offers a variety of other resources to help you get up and running with the application on a daily basis. When you need a quick answer about using a particular feature in the application, online help is your fastest route. Wherever you are in the application, simply press F1 for relevant help about the task at hand. Find conceptual information in the help Glossary Follow task procedures Use process maps to locate key tasks in a workflow vi 2006 General Electric Company March 2007
If you encounter a problem Documentation on the Centricity Practice Services Web site Training database The Centricity Practice Services Web site contains the latest, downloadable versions of all documentation for Centricity Practice Solution, LinkLogic, Formulary Editor, Encounter Form Editor, EDI plug-ins, and other related applications (with the exception of the online help system.) You need a logon ID and password to access the documentation area. Contact your clinic manager for your organization s logon credentials. While at the site you also can Review known issues. Search for clinical content in the KnowledgeBank a repository of encounter forms and other clinical content ready-made by other users. Join a mailing list and receive email newsletters on topics related to clinical content and the Encounter Form Editor, service packs, and technical alerts. Discuss product features with other users on the discussion forum. The Centricity Practice Solution Demo Database helps you get up to speed with Centricity Practice Solution. The database contains patient charts and typical users in several locations of care, with scheduling, and billing information you can practice on without affecting your clinic s patient records. If you encounter a problem If you run into a problem while using Centricity Practice Solution, first try the following: In the application, press F1 and read the online help for your current location in the program and the task you re trying to perform. Consult relevant user guides (Adobe PDF format) available on the Centricity Practice Services Web site and the documentation CD. Ask your clinic s Centricity Practice Solution Manager for help. If you re still having trouble, please contact Centricity Practice Services as follows: 2032026-001 Rev B 2006 General Electric Company vii
Migrating Data to Centricity Practice Solution Report a defect or an enhancement idea Phone: Dial 888.436.8491, select option 2 Call from a phone next to the workstation where the problem is occurring so it s easier to answer questions from the Services Engineer. Centricity Practice Services hours are 7 a.m. to 8 p.m. Central Time. Email: For non-urgent issues related to Centricity Practice Solution, send email to centricitypmservices@ge.com. For issues related to EDI plugins, send e-mail to centricityediservices@ge.com. If you have an urgent question and need immediate help, don t send email. Instead, call appropriate phone number. To report a defect or drop us a line about an enhancement idea, use the Product Feedback Form on the Centricity Practice Services Web site. viii 2006 General Electric Company March 2007
CHAPTER 1 Overview of data migration Data migration phases 2 Phase I: Prepare data and environments 2 Phase II: Set up the data migration 5 Phase III: Migrate data to Centricity Practice Solution 6 Phase IV: Data migration cleanup tasks 8 If you are upgrading to Centricity Practice Solution from Centricity Physician Office - EMR 2005 or earlier, your Oracle database must be transformed to the Microsoft SQL Server platform and its data migrated to the new Centricity Practice Solution database schema. The Centricity Practice Solution Data Migration Wizard walks you through the available migration options and steps from start to finish. The end result is a new Centricity Practice Solution database populated with all the data from your previous EMR implementation. This guide provides instructions for transforming and migrating your EMR data and includes a detailed description of where your EMR data goes in the new schema during the data migration process. You must upgrade to Centricity Physician Office - EMR 2005 and apply all required service packs before you can upgrade to Centricity Practice Solution and migrate your EMR data. If you are also upgrading a version of Centricity Practice Management, you must upgrade to Centricity Physician Office - PM 2004 and apply all required service packs, before upgrading to Centricity Practice Solution. During upgrade, PM data is automatically transferred to the new Centricity Practice Solution database via the Server Setup application. Data migration is only required upgrading Oracle EMR data. 2006 General Electric Company
Migrating Data to Centricity Practice Solution Data migration phases The data in your current Oracle database is migrated in four phases: For information about this migration phase... Phase I - Prepare data and environments (1+ days) Includes steps you must complete to prepare your database and patient data for migration before launching the Data Migration Wizard. Phase II - Set up the data migration (10 minutes) Includes setup tasks in the Data Migration Wizard, before running the migration program. Phase III - Migrate Oracle data (2-10 hours) This is an automated process that first transforms and then migrates all your data. Phase IV - Complete data cleanup tasks (Varies) A series of data cleanup tasks you ll carry out after data migration in the new Centricity Practice Solution database. Go to... Page 2 Page 5 Page 6 Page 8 Phase I: Prepare data and environments Take the following steps in your current Centricity EMR and PM implementations to prepare for migration. Some steps can be facilitated by running the Data Migration Wizard Pre-Migration Checks. See Step 7 on page 13. Confirm/upgrade EMR database to required version If necessary, upgrade your EMR database to Centricity Physician Office - EMR 2005 and apply the latest service pack and KnowledgeBase updates. For installation instructions, see Installing Centricity Physician Office - EMR on Windows servers available on your Centricity EMR documentation CD and on the Centricity Practice Services Web site at http://centricitypractice.gehealthcare.com. Separately install/upgrade to Centricity Practice Solution Centricity PM customers: If you are already running a joint PM/EMR implementation with a version of Centricity Practice Management, upgrade that PM database to Centricity Practice Solution. Centricity EMR customers: If you are upgrading from the Centricity Electronic Medical Record application only, install a new instance of Centricity Practice 2 2006 General Electric Company March 2007
Phase I: Prepare data and environments Solution on a separate server that meets the hardware and software configuration requirements for the product. Refer to the Centricity Practice Solution Server Setup help (on your installation CDs) for summary configuration requirements and detailed installation and upgrade instructions. For detailed hardware and software configuration requirements, see System Requirements for Centricity Practice Solution available on your Documentation Library CD and also available on the Centricity Practice Services Web site at http://centricitypractice.gehealthcare.com. Clean up your database(s) and prepare for Centricity Practice Solution Carry out the following recommended data cleanup and preparation tasks in your current EMR and PM databases. This will make your migration go more smoothly and may reduce transition time to production in the new database. For some types of cleanup tasks, the Data Migration Wizard runs pre-migration checks to help you find data that needs to be addressed. Run pre-migration checks in the Data Migration Wizard (optional) Once you enter and validate source and destination databases, the Data Migration Wizard runs the several pre-migration checks. You can use the reports details to make needed changes. See Phase 2: Migrate your data on page 12. You need not exit the Data Migration Wizard during cleanup, but if you have a significant amount of work to do, after running the tool you can exit and return to run the migration later. The Data Migration Wizard checks for the following types of data: EMR custom reports that may require updating Some custom reports created in an earlier version of the EMR application, will not work In the integrated data schema. The Data Migration Wizard lists all reports that might be affected. You will want to review and revise these reports to work in the new schema (including standard reports that you have modified). For information about updating reports, see Chapter 4, Migrating and upgrading custom reports. If you have many custom reports or custom reports that you use on a daily basis, consider updating them for the new schema before migrating so that they will be available to you as soon as you begin using Centricity Practice Solution. User MIK mappings between source and destination databases The wizard checks both database to confirm that users in the EMR database are mapped to IDs in the destination database. Any unmapped EMR users will be created as Resources in the destination database by 2032026-001 Rev B 2006 General Electric Company 3
Migrating Data to Centricity Practice Solution default and assigned a new user logon name. These users may require additional setup to access Centricity Practice Solution. To create MIK mappings, you must run the Server Setup application. See Modify MIK Mappings in Server Setup online help for detailed instructions. User name conflicts The Data Migration Wizard lists user logons found in the EMR database that have already been assigned in the Centricity Practice Solution database prior to migration. To avoid overwriting these user identities, change the Centricity Practice Solution logon name. You ll have an opportunity to merge these users in the wizard after migration completes. Pending LinkLogic tasks The Data Migration Wizard checks the EMR database and lists the number of pending tasks. Complete all tasks and shut down the Data Transfer Station before migration so no further jobs are queued. Duplicate patients The Data Migration Wizard looks for possible duplicate patients in the source Oracle database, by comparing patient last name, SSN, birth date, sex, and home location. Any possible duplicates are migrated to the destination database if they are not resolved prior to migration. Clinical data integrity in the EMR database The Data Migration Wizard checks for orphaned clinical data associated with invalid patient and user IDs. If the wizard reports the presence of invalid user or patient data, exit the tool and contact Centricity Practice Services for help identifying any invalid data. Clean up data and set up users and patients Tasks in Centricity EMR application Complete pending updates and sign all documents. Clear out Superuser Desktop items, including Flags and documents. Complete LinkLogic data transfers, resolve all errors, and shut down the Data Transfer Station.. Remove or merge duplicate charts. All apparent duplicates are migrated. If you do not resolve duplicates prior to migration, you can remove them in Centricity Practice Solution. Tasks in Centricity Practice Solution/Centricity PM applications Create/confirm all Centricity Practice Solution users in Active Directory on the domain where the destination database is located. Create/confirm Active Directory Security Groups to represent EMR user Role assignments. This ensures that all clinic users have immediate 4 2006 General Electric Company March 2007
Phase II: Set up the data migration access to Centricity Practice Solution with the same set of permissions granted in EMR. Remove duplicate and obsolete records and values. Tasks in a joint Centricity EMR/PM implementation Confirm that each EMR user login ID is mapped to a corresponding value in MIK. The Data Migration Wizard can assist you in identifying these users. See User MIK mappings between source and destination databases on page 3. If you have custom interfaces that rely on Race and Language fields, make sure you assign language and race values to all patients. The presence of patients without these values in the Centricity Practice Solution database may cause problems with your custom interfaces. Backup source and destination databases before migration When you are ready to migrate your EMR data, do a full backup of the Oracle database. You should also back up the new Centricity Practice Solution database if it contains upgraded Practice Management data. Phase II: Set up the data migration Setting up the Data Migration Wizard to perform your data migration involves the following steps. (For detailed instructions, see Migrate your EMR Oracle data on page 9). 1 Select a migration type (EMR only or EMR and PM) 2 Check pre-migration steps. Check off required and recommended pre-migration steps completed prior to launching the Data Migration Wizard. 3 Create a staging database. Set up and name a temporary SQL-based staging database on a specified server running Microsoft SQL Server. Before migration, the EMR Oracle database must be converted to the SQL platform. Your data is migrated to Centricity Practice Solution from this special staging database, which tracks the accuracy of the migration and stores problem data you'll be asked to review after migration. 4 Confirm source/staging/destination databases. Confirm the location and login name and passwords for the following: Source database: Oracle database you are migrating Staging database: temporary SQL-based database that will hold your EMR data Destination database: Centricity Practice Solution database 2032026-001 Rev B 2006 General Electric Company 5
Migrating Data to Centricity Practice Solution 5 Validate database connections. The application automatically checks the connections to all three databases and display detailed error messages if any connection cannot be made. 6 Review results of pre-migration data checks and if necessary quit the wizard and correct problems before continuing with migration. To ensure the quality of the migration, the Data Migration Wizard runs the following checks on your source and destination databases and lists data items items/issues found. See Run pre-migration checks in the Data Migration Wizard (optional) on page 3. Phase III: Migrate data to Centricity Practice Solution Data conversion Phase III is in two parts: data conversion and data migration. Data migration Once you launch the migration process, your data will first be converted from the Oracle to SQL Server platform and placed in the staging database. The conversion process generates a snapshot of the Oracle database to be used in the migration process. DO NOT add or modify data in the Oracle source database after the staging database is created. This data will not be migrated. The Data Migration Wizard recreates the Oracle source data schema in a SQL Server-based database on the designated server. Then it copies the Oracle data from the source database into the new database with matching schema. It also resolves any data type conflicts that might exist between Oracle and SQL Server platforms. When that process is complete, the Data Migration Wizard will begin moving the data from the staging database to the Centricity Practice Solution database. Much of your data moves directly from the Oracle database to the same table in the new Microsoft SQL Server database. These migrations require little or no input from you. For a list of tables that are replicated in the Centricity Practice Solution schema, see Direct data migrations on page 25. 6 2006 General Electric Company March 2007
Phase III: Migrate data to Centricity Practice Solution Complex data migrations Other data moves to an entirely new table location in the SQL database. The Data Migration Wizard sets up mapping tables for those values to facilitate their migration to new Centricity Practice Solution tables. During this part of the migration, the wizard may require input from you to determine how to proceed. For example, if EMR data matches more than one record in the destination database (where you previously upgraded an existing PM database to Centricity Practice Solution), you ll be invited to confirm the correct match. Types of data affected by schema changes include information about: Patients, including patient demographic information transferred into the Centricity Practice Solution Registration module Patient contacts and contact relationships, including Employers Guarantors Insurance companies and formularies Pharmacies Data that is not migrated Referring physicians and responsible providers (Doctors) Family members and other relatives Order providers (laboratories and other service providers) Patient appointments and user schedules moving to the new Centricity Practice Solution Scheduling module Application users (providers, staff, administrators any individual who logs into the application) User security roles and permissions transferred to new tables under the Centricity Practice Solution Active Directory security model For detailed information about how these data are migrated and the tables involved, see Complex table migrations on page 30. Two types of data are not migrated to the destination database: Custom inquiries are not migrated from the INQTYPE, INQPHRAS, and INQFLTRS tables. You ll need to recreate your custom inquiries after migration is complete in Centricity Practice Solution. Pending LinkLogic actions must be completed before migrating LinkLogic data. Information about pending LinkLogic actions will not be migrated. For details and instructions on how to confirm, see Data that is not migrated on page 23. 2032026-001 Rev B 2006 General Electric Company 7
Migrating Data to Centricity Practice Solution Phase IV: Data migration cleanup tasks After all data to be migrated is processed, the Data Migration Wizard displays any data records that require your input to complete the migration and offers options to merge or change certain records. In most cases, you ll be asked to confirm data matches where more than one potential match exists in the destination database. For detailed instructions for accomplishing these tasks, see Phase 3: Post-migration cleanup on page 15. Data-matching rules (joint EMR/PM implementation) In a joint implementation, data migration will progress more quickly if prior to upgrade and migration you eliminate duplicate or obsolete records within the separate EMR and PM databases. This will speed migration by reducing the number of potential matches the wizard will invite you to confirm during the cleanup phase of migration. The following assumptions are made in matching EMR data to previously upgraded PM values in the destination Centricity Practice Solution database. For detailed information about data matching during the migration, see Complex table migrations on page 30. Unique EMR 2005 records (no match in PM 2004). These records are migrated to Centricity Practice Solution following the rules for a simple migration. Unique PM 2004 records (no match in EMR 2005). No action during migration. These records are simply upgraded to Centricity Practice Solution. Partial match in destination database. Where partial matches occur in scheduling and patient (registration) information, the PM record is preferred. But in these cases, the match options are displayed so you can choose the correct match. In cases where stopping to verify matches would stop the migration process (for example, insurance), the wizard will make the best match to migrate and insert a record. In such cases, the wizard displays a list of duplicates created by the insertion, which you can correct later in the application if necessary. NO records are discarded during migration. If the Data Migration Wizard presents an EMR record for matching against an existing Centricity Practice Solution record and you choose "no match," the partially matching record is migrated as a new record. 8 2006 General Electric Company March 2007
CHAPTER 2 Migrate your EMR Oracle data Set up the Data Migration Wizard 9 Phase 1: Set up the data migration 10 Phase 2: Migrate your data 12 Phase 3: Post-migration cleanup 15 This chapter includes step-by-step instructions for running the Data Migration Wizard to migrate your Centricity EMR (Oracle) data to Centricity Practice Solution. For information about how the data is migrated, see generally Data migration processes on page 21. Before running the Data Migration Wizard, confirm that you have completed all pre-migration checks and tasks. See Phase I: Prepare data and environments on page 2. Set up the Data Migration Wizard For best results GE recommends that you install and run the Data Migration Wizard on the Oracle database server to properly transfer data. The migration process is accomplished in three phases; you must complete each phase before proceeding to the next. 2006 General Electric Company
Migrating Data to Centricity Practice Solution Set up the Data Migration Wizard [ 5 minutes ] 1 Verify access to an instance of your Centricity Physician Office - EMR 2005 (Oracle Source Database). Confirm that the latest service pack and quarterly KnowledgeBase update have been applied to the database. 2 Verify access to a Centricity Practice Solution (SQL Server Destination Database). Confirm that this database meets all current version, service pack, and licensing requirements. See Server Setup Online help for software requirements and detailed instructions. 3 Verify network connectivity between the two database servers. 4 On the Centricity Physician Office - EMR 2005 server, copy the Data Migration Wizard (DMWizInstaller.x.x.x.exe) to a temporary folder. (.x.x.x refers to the tool version number which may vary.) 5 Double-click DMWizInstallerx.x.x.exe to install the application and follow any onscreen instructions. Phase 1: Set up the data migration In this phase you ll specify the type of migration, confirm required pre-migration preparation steps, and create a temporary SQL Server staging database from which your EMR data will be migrated to Centricity Practice Solution. Phase 1: Set up the data migration [ 15 minutes ] 1 On the Source Database server, navigate to the location of the Data Migration Wizard and double-click DMWizard.exe. 2 On the Welcome window, click Phase 1: Pre-migration Setup Tasks 3 On the Select Migration Type window, for Source Database, select one of the following and then click Next: EMR 2005 (Oracle) and Centricity PM 2004 or Centricity Practice Solution (SQL). Select this option if you have both Centricity EMR and PM products. You are migrating EMR data to a Centricity Practice Solution database that already contains patient and user information from Centricity PM. As the migration wizard moves your Oracle data, it will try to match EMR and PM shared values.. EMR 2005 (Oracle). Select this option if you only have Centricity EMR 2005 and either a non-ge practice management application or a billing service. You are migrating EMR data into an empty Centricity Practice Solution database. 10 2006 General Electric Company March 2007
Phase 1: Set up the data migration 4 For Required Actions, confirm that your source and destination databases have been been upgraded to required versions, by checking the following: Upgrade the source Oracle database to Centricity Physician Office - EMR 2005. This version is required for migration. Complete pending LinkLogic transactions. Information about pending transactions is not migrated. See Data that is not migrated on page 23. Install a new Centricity Practice Solution 2006 database (EMR only migration). This will be your destination database for the migration. OR Upgrade the Centricity PM 2004 database to Centricity Practice Solution (EMR and PM migration). This upgraded database will be your destination database for the migration. You must check all three requirements. The migration cannot be completed if any steps are omitted. 1 Where applicable, check the following Recommended Actions: Do a full backup of the Oracle source database. this ensures that you have a recent version of your data to revert to there are any problems with your source data. Do a full backup of the SQL destination database (if migrating EMR and PM data). Stop the SQL Server Agent service on the SQL Server machine (destination database). It must be restarted after the migration. This improves performance by ensuring that no automated backups or jobs are executed during the migration. 2 Click Next. 3 On SQL Information - Staging Database, do the following: a b For SQL Server, enter the name of the server where you will create a temporary staging database for the migration. This database will hold your EMR data when it is converted to the SQL Server platform. It will be migrated to the Centricity Practice Solution from this location. The current server name prepopulates this field. To create the staging database on a remote server, enter the IP address or machine name of another server on your network. For Authentication, select Windows or SQL Server and (for SQL Server authentication), enter the Login name and Password. If you use Windows authentication, you can only access other servers within the same domain. To access a server in a different domain, use SQL Server authentication. 2032026-001 Rev B 2006 General Electric Company 11
Migrating Data to Centricity Practice Solution c d Phase 2: Migrate your data For Database Name, enter a name for this staging database. The default name is EMRStagingDb. Unless you require multiple staging databases, GE recommends you accept the default. Click Create Staging Database. When the process is complete a confirming message displays to the right. 4 Click Next. A summary screen lists the actions completed and the name and location of the staging database. Click Finished to continue to the next phase or Exit to leave the wizard. If the selected destination database already contains migrated data, the wizard alerts you and asks you to confirm your selection. If you click Yes to continue, the wizard then checks the patient data in the destination database. If it find potentially duplicate patient records, you ll be asked to confirm again. Unless you are migrating multiple EMR databases to a single Centricity Practice Solution database, click No, and return to the Select Migration Type window to reconfigure your migration. In this phase you will configure and test your source, staging, and destination databases, and then run the migration. The data is first transformed from Oracle to SQL Server in the staging database, then migrated to Centricity Practice Solution destination database. Phase 2: Migrate your data [ duration varies based on DB size] 1 On the Welcome screen, click Phase 2: Data Migration Tasks. The Select Source, Staging, and Destination Databases screen opens, where you will configure and test the connections for the source, staging, and destination databases. 2 Under EMR 2005 Database, for Host String, enter the name of the Oracle source database for the migration and the Oracle user Login name and Password. 3 Under Staging Database confirm the name and authentication for the staging database. If the information you entered in the previous screen does not automatically appear in these fields, re-enter the database name, login and password. 12 2006 General Electric Company March 2007
Phase 2: Migrate your data 4 Under Practice Solution Database, do the following: a b c For SQL Server enter the name of the destination database the Centricity Practice Solution database your EMR data is migrating to. For Authentication, select Windows or SQL Server and then enter the SQL Server user Login name and Password for the destination database. For Database, if there is more than one database on the server, select the name of the Centricity Practice Solution destination database into which your EMR data will migrate. The Data Migration Wizard attempts to locate and log in to the source, staging, and destination servers. If validation is successful, all server icons are green and the application displays a Validation Passed alert. 5 Click Validate Connections. The wizard attempts to locate and log in to the source, staging, and destination servers. If validation is successful, all server icons are green. If required source or destination database versions are not found, you ll be instructed to upgrade to the required or latest version. See Phase I: Prepare data and environments on page 2. If the destination database version is more recent than your version of the Data Migration Wizard, you ll be instructed to update the wizard. 6 Click OK to close the alert window and then click Next. To ensure the quality of the migration, the Data Migration Wizard runs pre-migration checks on your source and destination databases and lists data items and issues found. 7 On the Pre-Migration Checks window, click a data category to see details displayed in the field below. Plan to run these checks prior to migration if you have a lot of data cleanup work to do. However, you need not exit the wizard to resolve errors, except when instructed to call Centricity Practice Services. Some errors must be corrected before you can migration. The wizard checks for the following types of data: EMR custom reports that may require updating. In the integrated Centricity Practice Solution schema, old EMR custom reports may not work properly. For information about updating reports, see Chapter 4, Migrating and upgrading custom reports. You may want to revise your custom reports before migrating, so they will be available and ready to use in the new system. 2032026-001 Rev B 2006 General Electric Company 13
Migrating Data to Centricity Practice Solution User MIK Mappings between source and destination databases. The Data Migration Wizard checks both database to confirm that users in the EMR database are mapped to IDs in the destination database. Any unmapped EMR users will be created as Resources in the destination database by default and assigned a new user logon name. These users may require additional setup to access Centricity Practice Solution. User name conflicts. Listed user logons in the EMR database have been assigned in the Centricity Practice Solution database prior to migration. To avoid overwriting these user identities, during migration, change the logon name. You ll have an opportunity to merge these users in the wizard after migration completes. Pending LinkLogic tasks. The wizard checks the EMR database and lists the number of pending tasks. Complete these tasks before migrating. Duplicate patients. The wizard looks for possible duplicate patients in the source Oracle database, by comparing patient last name, SSN, birth date, sex, and home location. Any possible duplicates are migrated to the destination database if they are not resolved prior to migration. Clinical data integrity in the EMR database. The wizard checks for orphaned clinical data associated with invalid patient and user IDs. If the wizard reports the presence of invalid user or patient data, exit the wizard and contact Centricity Practice Services for help identifying any invalid data. You will not be able to continue the migration until these problems are corrected. 8 After correcting problems, click Perform Checks in the tool to re-run the data checks. If you pass the clinical data Integrity check, click Next to continue. 9 On the Pre-Run Summary screen, confirm your configurations for the data migration and do the following: To start the data migration, click Go! To change your configuration, click Previous twice. This returns you to the database setup screen, where you can change your configuration and revalidate your connections. This phase of the migration may last up to several hours depending on the size of your database. The Data Migration Wizard first converts your data from Oracle to the SQL Server platform and copies it into the staging database. From there it copies the data into the new SQL database, matching EMR and PM data (joint implementations) and resolving any data type conflicts. 14 2006 General Electric Company March 2007
Phase 3: Post-migration cleanup DO NOT STOP the migration during the first process (Transfer Oracle Data to Staging Database) unless an error occurs. This may cause problems later in the migration. Do not attempt to modify the staging or destination databases during migration. 10 When all tasks are completed, click Next to continue. The Wizard display the results of migrating EMR tables related to Users, Resources, Contacts, Businesses, and Patients to new tables in the Centricity Practice Solution schema. This table shows migration results for these tables. For the records in each table, the following information is displayed: - Total records - Migrated records - Records with a single exact match - Records with multiple matches - Records with invalid remapping - Records with possible duplicates (in the source database - Orphaned records (associated with invalid data, for example, a contact for a nonexistent patient) - External ID mismatch - Ignored records Carefully review these results for anomalies or unexpected results. If desired, copy and paste this data into a spreadsheet to review later. For detailed information about how EMR data is migrated to the Centricity Practice Solution schema, see Data migration processes on page 21. 11 To continue to the next phase, click Finished. The initial Welcome screen displays. Phase 3: Post-migration cleanup When you migrate EMR data into a Centricity Practice Solution database with pre-existing PM data, the wizard attempts to match source EMR data with existing PM data. Some data cannot be successfully matched and needs your input to be migrated, for example multiple patient matches or providers with invalid IDs. Other data is not migrated because it is either invalid or an exact match already exists in the destination database. These data are displayed for information purposes only. For some unmigrated data, however, you ll be able to add records or update matches. In this phase you ll review data presented by the wizard and, where necessary, confirm matches so data migration can be completed. 2032026-001 Rev B 2006 General Electric Company 15
Migrating Data to Centricity Practice Solution About post-migration cleanup tasks Items requiring immediate action Optional items requiring action Items for review Post-migration data cleanup includes three categories of data and tasks: Data with multiple partial matches that must be manually matched to complete the migration Critical data integrity problems, including orphaned documents, flags, and data related to allergies, observations, orders, directives, medications, or problems mapped to an invalid relationship to a patient or user that does not exist in the destination database. You may need to contact Centricity Practice Services for help in manually restoring or removing these data. These include data you can optionally change in the Data Migration Wizard or in the application. Some optional items may not appear in the list if that condition does not exist in your data. These records are not migrated because they are invalid or an exact match already exists in the destination database. These items are informational only. Phase 3: Post-migration cleanup [ 1-4 hours Items requiring immediate action 1 On the Welcome screen, click Phase 3: Post-Migration. IOn the Immediate Action Required window, you ll see critical data requiring your input. These items must be addressed before the migration can be completed. As you complete items on this window, they are removed from the list. When all items are completed, you can click Next to continue. Note: If you have no data that require your action to migrate, you ll see the Optional Items Requiring User Action window. 2 In the navigation panel, expand EMR Data Problems. For each data integrity category, problem records display on the left. A problem description and instructions for resolution appear above. If any data is hidden, maximize the window to expand the table columns. Individual columns and window sections can also be resized. 16 2006 General Electric Company March 2007
Phase 3: Post-migration cleanup 3 Select each data item in the list and follow the instructions displayed to resolve it. You may be required to quit the wizard to resolve problems in the source database and then re-run the migration. 4 For Patients (or Businesses) with multiple matches, select a record in the list and click Choose Patient (Business) Match, or just double-click the record in the list. A window opens with the selected record and all potential matches listed below. 5 Review the displayed data matches and do one of the following: Select a match and click OK. This identifies a matching record in the destination database and closes the window. The matched record is now italicized in the list. If you choose not to match and migrate the data, click Cancel to close the matching window. 6 To confirm the match and migrate the matched data, click Resolve Patient or Resolve Business. The data will be migrated to the matching record, and the matched record will appear greyed out in the problem data list. This does not remove pre-existing duplicates in the destination database. You must remove those manually within the Centricity Practice Solution application. To save a group of matched items, depress the Shift key and select the items to group. Then click Save Changes to migrate the group. 7 When all data problems are corrected, click Next to continue. This completes the migration. Your database is ready for use. Optional items requiring user action This screen provides additional tools you can use to review data and perform the following common cleanup tasks. Some items may not appear in the list if that condition does not exist in your data. 1 Under Items Requiring User Action, select from the following optional data cleanup tasks. The tasks options displayed are determined by the types of data encountered during the migration. 2 Under Patient/Person Data, select Duplicate EMR Patients Created as CPS Patients. These duplicate patients were migrated to the destination database. They must be merged later in the application. Right-click on the list to copy and paste it to a spreadsheet or text document. 2032026-001 Rev B 2006 General Electric Company 17
Migrating Data to Centricity Practice Solution 3 Under Patient/Person Data, select EMR Patients with PatientIds in use in CPS. These patients have new PatientIds because their IDs was already in use in the Centricity Practice Solution database. Change these IDs to more meaningful values in the application in Registration. Right-click on the list to copy and paste it to a spreadsheet or text document. 4 Under User/Role Data, select Resolve EMR and CPS users with Same Logon Names. Centricity Practice Solution user logon names already in use were renamed to prevent conflicts with migrating EMR users. To merge these users do the following: a b c Select a logon conflict in the list and click View Logons Affected to view the matched users. Click OK to accept the match. Click Merge Logons to confirm the merge. 5 Under User/Role Data, select Change New Resources from EMR to Providers. These EMR users were migrated and assigned as Resources. To optionally change them to Responsible Providers, do the following: a Select one or more users in the list. b Click Change Resource to Provider to complete the change. 6 Under User/Role Data, select Change New Providers from EMR to Resources. These EMR users were migrated and assigned as Providers. To optionally change them to Resources, do the following: a Select one or more users in the list. b Click Change Provider to Resource to complete the change. 7 Under User/Role Data, select Merge EMR Resource/Provider with an Existing CPS Resource/Provider. These EMR Resources/Providers had no match in the destination database. To match and merge EMR Resources and Providers with Centricity Practice Solution Resources and Provider, do the following: a Select a user in the list and then click View CPS Resources. b Select an unassigned Resource/Provider. c Click Merge Resource/Provider to merge the user with the selected Resource/Provider. 18 2006 General Electric Company March 2007
Phase 3: Post-migration cleanup 8 Under User/Role Data, select Security Groups created from EMR Roles. These groups were created during the migration based on existing EMR Roles. If they do not exist in the Windows or server domain selected for security authentication, you must create them manually in Active Directory. Right-click on the the list to copy and paste it to a spreadsheet or text document. Items for review With the exception of possibly duplicate insurance information, the view-only records listed in this section were not migrated because an exact match was found in the destination database. Where relevant, click View Match to review the matched information. Click Cancel to close the window. Anomalies should be addressed outside the Data Migration Wizard. You can copy and paste these data into a spreadsheet or text document. 1 Under Business Data, review the following items: Invalid Provider Relationships - invalid providers associated with a code or category that were not migrated. Invalid EMR formularies associated with an Insurance Carrier - invalid formularies not migrated. EMR Insurance Matched to CPS Insurance - not migrated because an exact match was found in the destination database. EMR Businesses with no relationships - not migrated because they have no relationship with a Patient. Possibly Duplicate Insurance Information - plan, insurance, and formulary information created for an insurance carrier that may duplicate existing data. By default these insurance carriers are set to Inactive status. Because information about insurance carriers is being moved to new locations in different tables in the new database, some information might be duplicated. Copy and paste this information into a spreadsheet or document and remove the duplicates later in the application. 2 Under Orphans, review the following items: Contact relationships not migrated (invalid patient). Contact Relationships associated with an invalid patient are not migrated. Contact relationships not migrated (invalid contact). Contact Relationships associated with an invalid contact are not migrated. Information about the relationship between a patient and contact can be orphaned when the patient record is removed from the database, but the contact information remains. A contact can be orphaned when the contact is removed from the database, but not removed from the patient s demographic information. 2032026-001 Rev B 2006 General Electric Company 19
Migrating Data to Centricity Practice Solution 3 Under Patient/Person Data, review the following items if displayed. EMR Patients Matched to CPS Patients. The listed patients were not migrated because an exact match was found in the destination database. EMR Personal Contacts Matched to CPS Contacts. The listed personal contacts were not migrated because an exact match was found in the destination database. EMR Referring Contacts Matched to CPS Contacts. The listed referring contacts were not migrated because an exact match was found in the destination database. EMR employers matched to CPS employers. The listed employers were not migrated because an exact match was found in the destination database. Orphaned Persons with no Relationships. The listed records from the PERSON table were not migrated because they have no relationship with any patient or business in the destination database. 4 Under User/Role Data, select New Logon Names Associated with CPS Users. This list includes newly created logon names migrated from EMR and associated with Centricity Practice Solution users. 5 Under User/Role Data, select Assigned CPS logon names overwritten by matching EMR logon names. These Centricity Practice Solution logon names were assigned to users who did not have EMR access prior to the migration. They have been overwritten by preexisting matching EMR logon names and granted EMR access. This new logon value is used to access the application. 6 When you have finished your review, click Finish. This completes the migration and displays a summary screen listing data cleanup actions performed in Phase 3. To quit the Data Migration Wizard before you have completed your review, click Exit. Your migration process is saved. The next time you launch the wizard, you ll be asked to continue a current migration or start a new one. You ll see a file named dm_*.config. Select the file and click Continue. Your saved migration opens at the point where you exited from the process. 20 2006 General Electric Company March 2007