Performing an assessment of the legacy system(s) before embarking on a data migration project may not always be a part of the project plans, but an assessment is extremely valuable in refining the scope of the project, as well as setting up the project for success. Please join us to review how taking the time to perform a thorough assessment of your legacy data may benefit your organization, both in the short-term and long-term, in helping to address the different nuances of multiple systems. Learn how an assessment may be the right choice for sending your next data migration down the path to success!

1. OPTIMIZING YOUR DATA MIGRATION
WITH AN ASSESSMENT

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Webcast Materials
http://wiki.galenhealthcare.com/

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Galen Team
Tyler Suacci – Lead Technical Consultant
o Over 12 Years HIT Experience
 Migrations, Integrations, Reporting
o Epic 2015 Bridges Certified
o Migration Planning and Strategy
o Integration Architect
o Tyler.Suacci@galenhealthcare.com
Kavon Kaboli – Consultant
o Over 7 Years Healthcare Experience
 Master of Public Health, Data Migrations, Academic Research
o Data Migration Project Manager
o Kavon.Kaboli@galenhealthcare.com

5. AGENDA
o Background
 Typical Migration Project
 Assessment Project Overview
o What is a Migration Assessment?
 Process
 Finding and recommendations
o Why perform an Assessment?
 Benefits
o Q&A

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Clinical Data Migration
o Typical Clinical Data Migration Project
 Galen's experiences
• Legacy Systems
• Target Systems
 Project scoping
 Data assessment process
• Performed by client prior to migration
• Performed during migration project = Risky!

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Migration Assessment Project Details
o Legacy Systems:
 MEDITECH 6.0 Inpatient
 MEDIECTH LSS Ambulatory
 GE Centricity EMR Ambulatory
o Target System: Epic
o All legacy systems migrating together
o No prior data migration experience
o Abbreviated timeline
o Legacy systems on-premises

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Galen Migration Assessment Approach
o Understand Goals of Migration:
 Continuity of Patient Care
 Client Specific Goals
 Big Bang vs Rolling Go-lives
o Unique two-pronged approach
 Technical Services
 Professional Services
 Collaborative

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Galen Assessment – Tech Services
o Raw Data Analysis
o Assess Data Completeness
 Identify Gaps
o Identify Codifications Used
 Free-text?
o Review Storage Formats
o Fine Tune Data Extracts
o Summarize Data Mappings

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Galen Assessment – Prof. Services
o Discovery Questionnaires
o Review Existing Documentation
o Review Legacy System Clinical Workflows
o Analyzing and providing recommendations regarding
time frame (or time span) of data to be migrated

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Written Assessment
o Methodology overview
 Patient-level vs. encounter-level data
 Data types
 Discrete vs. non-discrete
o Patient population
o Limitations
o Findings
o Target system considerations and preparation
o Legacy system considerations and preparation

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Data Compatibility
o Options for data migration (HL7, CCD, etc.)
 Extract and Transform
o Existing codifications (RxNorm, SNOMED, CVX, etc.)
o Workflows with target EHR
 Seamless

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Refine Scope
o Assess volume of data by year
o Patient-level data vs. Encounter-level data
 Which data types to include?
 Which format is best?
o Pediatric patients vs. adults

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Recommendation Considerations
o Maximize Value vs. Reduce Cost
 Identify most important data elements for Continuity
of Patient Care
o Mitigate Risks
 Data
 Process
 Project

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Recommendation Considerations
o Reduce Impacts to Workflows
o Minimize Manual Abstraction
o Maximize Usability of Migrated Data
o In-Patient considerations
 Cutover Planning
 Manual Abstraction

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Findings & Recommendations
o Immunizations not stored in compatible format
 Limited data migrated
o Notes not stored in user-friendly format
 Fix where possible and set expectations
o Medication instructions NOT stored discretely
 Map most frequently used
o High percentage of coded data (problems and meds)
 Confidently reduce mapping and abstraction effort for
migration project
o Restrict types of vitals to those that are of highest value
 Reduce mappings

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Benefits of Assessment
o Well-defined scope
o Improved quality of migration
o Maximize ROI
o Reduce potential for project delays or overages
o Shorter migration project timeline
o Reduced ramp-up time at project start
o Successful execution of client strategy

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Conclusion
o Make an assessment part of the project plans
o Refine scope
o Successful Data Migration!

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Q & A

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