Service / 02
Data Migration and Mapping
Data conversions fail in the same place every time: the exceptions. Records that do not fit the mapping, and no owner for deciding what happens to them. We build the map, run staged loads, and reconcile what landed against what left.
Scope of work
How the work is structured
Legacy EHR conversions, practice acquisitions onto a single instance, and consolidation of duplicate patient populations.
- Source assessmentWhat is actually in the legacy system: record counts, data quality, custom fields, scanned document volume, and what is realistically convertible against what should be archived.
- Field level mapping documentEvery source field mapped to an eCW destination, with transformation rules, default values and an explicit decision for anything with no home. Reviewed and signed before any load.
- Staged test loadsSmall representative loads into a test environment first. Clinical and billing staff validate real charts they know before we go near production.
- Exception handlingA named owner and a documented decision for every record class that fails the mapping. This is where migrations are won or lost.
- Document and image conversionScanned charts and external documents indexed so they are findable by date and type, not dumped into one undifferentiated folder.
- Post load reconciliationCounts and control totals compared source to destination: patients, encounters, medications, allergies, problems, immunizations, open balances. Signed off in writing.
Deliverables
What you receive
A migration you cannot audit is a migration you will be arguing about for two years.
Before you call
Common questions
How much of our legacy data can move?
Structured data usually converts well: demographics, problems, medications, allergies, immunizations, encounters and balances. Free text notes and scanned documents are a retention decision more than a technical one, and we help you make it deliberately.
We are acquiring a practice. Is that different?
Yes. You are merging two live populations, which means duplicate patient resolution, two fee schedules, two sets of templates and two sets of habits. The technical load is the easy half.
Who signs off that the migration worked?
Your clinical and billing leads, against a validation plan they approved beforehand. We do not declare a migration successful on our own authority.
Related services
Often bought together
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