Key Considerations for a Successful EHR Migration

24 February 2023

AUTHORED BY: DB Technology

There are various reasons why an organization may want to move to a new EHR. However, most often, it’s because they need a new system to accommodate changing technology or because their old EHR has become outdated. For healthcare organizations, switching to a new EHR requires thorough consideration and planning for a successful transition.

Regardless of the reasons for switching, there are a few critical considerations to keep in mind when migrating to a new EHR. This post will outline what steps an organization should take in this process, identify the key considerations, and explain how dbtech helps to facilitate a successful EHR migration.

Reviewing Data Before You Migrate EHRs

Data migration can be complex, especially if that data lives in many places across a healthcare organization’s systems. Furthermore, there could be reasons why the new EHR may not accept specific data or a healthcare organization does not want to transfer other data to the new system.

Regardless, it’s imperative to consider a data archival solution that can store the data that won’t be transferred to the new EHR. Before making any moves, however, organizations should review this data as a first step:

Historical Patient Medical Records

Older records may not be compatible with the EHR, requiring the data to be archived for long-term storage.

Document Imaging

Scanned files like driver’s licenses, insurance cards, and even paper-based forms that the patient signed might not be stored within the new EHR and should be archived for future reference.

Legacy Data

Data that has been input manually or captured electronically and stored for an extended period of time may also not be compatible with the new EHR. Despite this, legacy data needs to be archived to ensure that it is readily available if required.

Audit Logs

Logs that reveal report access are essential in maintaining the integrity and accountability of the hospital’s information systems. These logs provide a detailed record of who has accessed which reports and when simplifying tracking and identifying potential security threats and other incidents.

Custom Reports & Templates

Custom reports and templates used by the previous EHR may not be supported in the new system and needs to be archived for future reference.

The Steps to a Successful EHR Migration

Moving to a new EHR is a multi-step process and requires careful consideration and planning. Below are the steps that an organization should take to facilitate a successful EHR migration:

Assess Current Data 

Perform a comprehensive inventory of all existing data, including patient records, clinical data, and administrative information.

Evaluate New EHR Capabilities

Determine the data storage and management capabilities of the new EHR, including its support file formats, storage capacities, and any limitations. Also, consider how many years of data will be moving to the new system.

Identify Critical Data

Prioritize the most critical to clinical care and business operations, including patient health records, diagnostic imaging, and financial information.

Legacy Data

Are any laboratories or other systems outside the EHR being changed? That legacy data may need a new home.

Determine Data Migration Approach

Based on the assessment and evaluation, determine the best method for migrating data to the new EHR, including manual entry, bulk data transfer, FTP, or a combination of each.

Verify Data Quality 

Ensure the data is accurate and complete before migrating it to the new EHR, including checking for errors and inconsistencies.

Implement Data Migration Plan

Execute the data migration plan, including testing and validation, to ensure that the data has been transferred successfully and is accessible in the new system.

dbtech: Document Management Solutions for EHR Migration

dbtech provides effective document management solutions for healthcare organizations in the process of an EHR migration. Moreover, our data archiving tools enable organizations to store securely and access data that cannot be transferred to the new EHR system.

By archiving critical patient data, historical data, and other relevant documentation, dbtech ensures that healthcare organizations have the necessary tools to manage their EHR migration effectively. Contact us today to learn how dbtech can help your healthcare organization with its EHR migration.

Want to learn more? Fill out the form below and a representative will call you ASAP!