Frequently Asked Questions

 A successful Electronic Health Medical Record (EHR) migration is a complex process that requires careful planning, coordination, and execution. Here are some of the key steps to ensure a smooth EHR migration:

1. Assessment and Planning:

• Identify the reasons for migration: Clearly define the objectives and goals of the migration, whether it's to upgrade to a more advanced system, improve efficiency, or comply with regulatory requirements.
• Create a migration team: Assemble a multidisciplinary team that includes IT professionals, clinicians, project managers, data analysts, and end-users to ensure comprehensive planning and decision-making.
• Conduct a comprehensive assessment: Analyze the existing EHR system, data structure, workflows, hardware, software, and integration points to understand the scope of the migration.
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2. Creating a Data Migration Strategy:

• Data inventory and mapping: Identify all data to be migrated, categorize it, and create a mapping between the data in the current system and the new EHR.
• Data cleaning and preparation: Cleanse and validate the data to ensure accuracy, consistency, and integrity. Convert data formats and resolve any inconsistencies.
• Data extraction and transformation: Extract the data from the old system, transform it into the required format, and load it into the new EHR system. This process may involve data conversion, normalization, and enrichment.

3. Workflow Analysis and Redesign:

• Evaluate current workflows: Understand how users interact with the current EHR system and identify pain points, bottlenecks, and areas for improvement.
• Design new workflows: Collaboratively design streamlined workflows that take advantage of the new EHR system's features and capabilities while minimizing disruption to clinical operations.

4. Training and Education Phase:

• Develop a training plan: Create a comprehensive training program for end-users, including clinicians, administrative staff, and IT personnel, to ensure they are proficient with the new EHR system.
• Training sessions: Conduct training sessions, workshops, and simulations to familiarize users with the new EHR interface, features, and processes.

5. Testing and Quality Assurance:

• System testing: Perform rigorous testing of the new EHR system to identify and rectify any functional or performance issues, including data integrity and interoperability testing.
• User acceptance testing (UAT): Engage end-users in testing the system in a controlled environment to ensure it meets their needs and expectations.

6. Go-Live and Transition Phase:

• Pilot launch: Implement the new EHR system in a controlled environment or select departments before a full-scale rollout to identify any last-minute issues and gather feedback.
• Full deployment: Roll out the new EHR system across the organization, ensuring proper training and support are available for end-users.
• Post-launch support: Provide continuous support, monitoring, and troubleshooting to address any issues that arise during the initial post-go-live period.

7. The Data Backup and Continuity Phase:

• Maintain data backups: Ensure regular data backups of both the old and new systems to prevent data loss and maintain business continuity in case of any unforeseen issues.

8. Evaluation and Optimization:

• Continuous monitoring: Monitor the new EHR system's performance, user satisfaction, and adherence to workflows to identify areas for optimization.
• Continuous improvement: Collect feedback from end-users and stakeholders to make necessary adjustments and improvements to the system and workflows over time.

9. Documentation and Knowledge Transfer:

• Document the migration process: Keep detailed records of all migration activities, decisions, and configurations for future reference and audits.
• Knowledge transfer: Ensure that the knowledge gained during the migration is shared with the organization's staff, IT team, and stakeholders.

10. Compliance and Security:

• Ensure regulatory compliance: Verify that the new EHR system adheres to relevant healthcare regulations and standards to maintain data security and patient privacy.

11. Communication and Change Management:

• Effective communication: Keep stakeholders, staff, and end-users informed about the migration process, timelines, and benefits to manage expectations and reduce resistance to change.

Successful EHR migration requires careful planning, strong leadership, effective communication, and a commitment to addressing challenges as they arise. It's essential to involve all relevant stakeholders throughout the process to ensure a seamless transition to the new EHR system.

As with any healthcare process, challenges always exist; the same is true for the healthcare data migration process. To ensure the success of a healthcare organization’s data migration, we work with you to overcome these hurdles.

Often, organizations don’t know what they don’t know about their healthcare data in their EMR/EHR. Organizations may have duplicate patient records, missing information, and erroneous data, so we analyze the data as part of the migration process to prevent loading insufficient data into the new system.

Validating the data during testing is also a pivotal element in data migration. Failure to validate the data during this phase can result in patient record errors not found until too late. Two Point implements numerous testing phases to ensure the healthcare data is fully validated in the staging phases and make corrections errors before data goes live.

Yes, you can download and make your forms fillable in several places. But do you want to take away from staff to possibly retrain and not have the documents look how you wanted? 

We already have the software and can ensure that the documents will be created as you envisioned.