Medical organizations often look to scale up their EHR when making the transition to a new system, to future-proof their key computational infrastructure. For example, you may have discovered that the EHR software you installed has become unsuitable for managing the volume of patients you’re now serving. Or, perhaps the developer of your current EHR is no longer upgrading the software, and you need a modern solution for enhanced capabilities and more robust security.

When your practice decides to make the switch from one EHR application to another, it’s important to follow industry best practices to make sure the process occurs safely and securely. If you lack in-house expertise in your IT department, it’s essential to consult with technologically savvy professionals with a background in scaling up EHR systems as they help with data migration. You may also need assistance customizing your new EHR, or require guidance in scaling up the EHR system while staying compliant with data security regulations.

About EHR Data Migration

Essentially, you are moving your patients’ health information from your current EHR system to the new one. 

Data includes patients’ medical history (and applicable family history), allergies, lab test results and prescription medications, along with diagnosis and treatment details. You have to safeguard all of this information, to adhere to the Health Insurance Portability & Accountability Act (HIPAA) and other privacy regulations.

Following EHR data migration best practices helps ensure that you can deliver continuity of care to patients, as their information moves between systems. In medical offices that have eliminated or largely reduced their reliance on paper-based systems, you want to avoid disruptions or lack of access to EHR data during a transitionary period.

Prepare for a Smooth EHR Transition: Outsource This Vital Task

Rather than having your team attempt this complex, time-consuming task on their own, it’s best to work with experienced professionals with years of experience in EHR data migration. When outsourcing, you’ll want medical software experts who will make it easy to transfer data securely, and in compliance with federal regulations. Select a team that knows how to identify user roles, including billers, front desk personnel and clinical staff, and then configure software access to facilitate the collection of all required information, including:

• NPI
• Tax IDs
• DEA numbers

Ensure that your vendor thoroughly evaluates your hardware to confirm that your computers and scanners are up-to-date and compatible with the new system. For example, if you plan to use voice dictation software for optimal performance, your microphones and audio interfaces should be of high quality and fully integrated with your systems. The outsourcing partner should assess your current systems to identify any technical requirements that might delay the migration process. Additionally, they should be prepared to provide a solution for internet faxing or set up dedicated fax lines as needed.

Outsourcing the import of data into your new EHR system can alleviate the complexity of handling diverse data formats, such as clinical records and patient demographics. It’s essential to work closely with your outsourced team to ensure all critical data conversion details are meticulously addressed.

When it comes to data collection, practices should rely on their outsourcing partner to review all essential reports and forms for seamless integration with the EHR, including encounter forms, patient intake paperwork, and sample charts.

Lastly, ensure they are capable of integrating electronic orders and results with vendors and laboratories. They should support the automation of insurance and demographic information exchanges and assist with implementing electronic prescriptions, such as through a partnership with a service like Surescripts, for e-prescribing controlled substances and other medications.

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