EMR Conversion and Migration Management

Data conversions generate a lot of questions.What data do I move and which should I archive? What if the new system won’t take that data? How should I get all the charts in?

There are thousands of choices that need to be made that affect stakeholders across the organization. Hayes’ data conversion experts manage every aspect of this complex process. Below are the phases of a Hayes conversion project and associated activities.

 

Data Conversion Phases

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    Discovery: This is the foundation of the project. In this phase, we gather initial data on workflows and dataflows, establish project governance, draft an initial project plan, confirm the project scope, etc. We also delineate risks and dependencies. Hayes’ solid analysis and planning up front saves time and effort later.
 

    Requirements: During this phase, functional and technical requirements are gathered, design documents developed and initial test and cutover plans drafted. Hayes has a recommended sequence for this stage and ensures that every detail is defined on a field-by-field basis.
 

    Build: Build is where the conversion construction occurs.We build, configure, and unit test all interface and data conversion initiatives, working with vendors to implement and test interfaces. Hayes ensures that the conversion design is approved by clinicians as well as technicians.
 

    Test: As requirements are finalized and the execution of the build phase progresses, the testing phase begins. This includes unit, communication, integration and user acceptance tests. Hayes measures results against the agreed-upon success metrics, and does not consider testing complete until we receive clinician sign-off.
 

    Go-live: At go-live, one system is going down while the new one comes online – either through a rollout or a “big bang” approach. Many things are happening within a very short time. Hayes is experienced at making sure all the moving pieces come together so that data continues to flow and staff is supported through the transition.