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t. 604 638-5841e. echnology-officeEMR Data ConversionChecklistThis guide is intended for clinics who are considering switching EMR systems and is to be used inconjunction with the How to Prepare For An EMR Data Migration guide. Migrating clinical data toanother EMR, whether it is the same or a different system, is a time-consuming and complex process thatwill vary depending on your practice size, data quality and EMR vendors. The goal of this checklist is tohelp set expectations about the steps involved and to minimize the impact on clinical workflows andquality of patient care. It should be referred to and updated throughout the conversion process.Your EMR vendor(s) may also have support tools available and/or required documentation and shouldbe discussed with them directly. For more information, guidance, or support you can contact theDoctors Technology Office.LAST UPDATED: APRIL 12, 2022
EMR DATA CONVERSIONCHECKLISTEMR Data Conversion ChecklistYESNEEDACTIONI have received a consultationsession with the Doctors TechnologyOffice. (Requests can be made byemailing DTOinfo@doctorsofbc.ca) I have reviewed my current EMRvendor contract to check whether itincludes a data migration supportclause and the vendor’s obligationsfor data exports. I have assigned a Clinical and Adminlead from the clinic for the project. I have contacted both my current andfuture vendors and provided as muchnotice as possible about my pendingdata conversion. I have confirmed the costs of dataextraction and importation with bothvendors. I have drafted a migration schedulewith contingencies and confirmed thetimelines with both vendors, includinghow much time is required for dataexport/import, whether the datamigration will occur at once or inphases, and whether there will be atime when neither system is available(see Appendix A: Key Dates). I have planned for how I will managemy practice when my EMR is notavailable and how the data will beentered post-implementation, with anadditional time buffer for potentialdelays or unexpected issues. TASKN/ANOTES2 OF 8
EMR DATA CONVERSIONCHECKLISTYESNEEDACTIONI have discussed with both vendorswhat data is available for conversion,including whether the entire record oronly a portion (e.g. past 2 years) willbe pulled, and what it will look like inmy new EMR (see Appendix B: DataElements Summary). I have requested a sample dataextract from my current vendor. I have tested the data extract with myfuture vendor, including the ‘final result’of all data elements and commonscenarios or workflows to understandhow many clicks/key strokes will berequired to complete tasks. I have confirmed with my currentEMR vendor how long the originaldata files will be accessible and anycosts for accessing the original data. I have confirmed the costs of dataextraction and importation with bothvendors. I have developed a plan for restoring anydata that will not be migrated but isrequired for managing my practice,including the specific data elements,templates, responsible personnel andtimelines (i.e. some elements may requiremanual data entry post-implementation). I have discussed with my vendor whichreports I should print off before theconversion (e.g. financial reports, list ofchronic disease patients, etc.) (seeAppendix C: Data Preparation)The Practice Support Team can assistwith this process, please reach out to theDTO to arrange assistance. (Requests canbe made by emailingDTOinfo@doctorsofbc.ca) TASKN/ANOTES3 OF 8
EMR DATA CONVERSIONCHECKLISTYESNEEDACTIONI have discussed with both vendorshow my financial information will betransferred and what related tasksmay need to be completed in theoriginating system before thetransfer. I understand the requirements tomaintain the integrity of the originalpatient record, and if necessary, Ihave made arrangements to storedata that will not be migrated usingalternative means (see the CMPAElectronic Records Handbook formore guidance on what needs to beincluded in a medical record). I have discussed with both vendorswhat training and support will beprovided during the transition andany associated costs. I have reviewed the quality of thepatient data in my current EMR andtaken steps to ensure that it is asrobust and complete as possible. I have referred to my DataSharing/Inter-Physician Agreementto ensure I abide by the principlesfor record ownership, custody andenduring access (refer to theCPSBC Practice Standard andCMPA Handbook for guidance). I have requested a documentedEMR conversion plan from bothvendors outlining the above items,including services, training/support,testing, costs, timelines, issueresolution strategies, and sign offrequirements. TASKN/ANOTES4 OF 8
EMR DATA CONVERSIONCHECKLISTRESOURCESCPSBC Medical -Records.pdfCMPA Electronic Records f/advice-andpublications/handbooks/com electronic records handbooke.pdfDoctors of BC EMR Data yaugust2018.pdfAPPENDIX A: KEY DATESTASKPLANNED DATE (TO BE FILLED IN)Vendor training:Extract sample data:Date of scheduled Data Validation:Last day of data entry in current EMR:Final day to submit billing claims in current EMRExtract full data set:First day of data entry in new EMR:5 OF 8
EMR DATA CONVERSIONCHECKLISTAPPENDIX B: DATA ELEMENTS SUMMARYDATA ELEMENTQUESTIONS TO ASK YOUR VENDORS/THINGS TO CONSIDERPatient Demographics Am I using any standard fields in a uniqueway? Have I customized any fields? If so, notifythe vendorPatient Status Do I use a status created specifically for mypractice? e.g. 'home bound', 'care home','registered’. If so, notify the vendorPrimary Provider/MRP Is it this section populated fully andcorrectly for all patient records that areexpected to be transferred for theappropriate provider?Patient Summary/Profile Allergies Will the alerts functionality forcontraindications recognize the allergyentries?Medications Will the medications need to be re-enteredin the new systems to renew them?Problem Summary Will the diagnostic codes transfer in ausable/searchable format? Will the problem descriptions and anyadditional information be easily displayedin the new system?Social, Medical,& Family History Will all data captured in tick boxes anddrop down fields transfer? E.g. smokingstatus, alcohol/tobacco use, DNR status Will procedure codes transfer?Measures Will I be able to review all previousmeasures? e.g. BPs, height/weightNOTES6 OF 8
EMR DATA CONVERSIONCHECKLISTDATA ELEMENTQUESTIONS TO ASK YOUR VENDORS/THINGS TO CONSIDEREncounter Notes What will happen to all the links in theencounter notes (e.g. flow sheets, laborders, etc.) and will they show?Documents Will all files that were scanned orelectronically received be transferred?NOTES How will they be categorized and labelled?Forms How will forms attached to patientstransfer? Will the new vendor have all required formtemplates available?Results Will results be graphable or shown in thecumulative view?Billing History Where will the billing history appear? Will it be readable/searchable by the newsoftware's search functionality?Recalls Will reminders transfer? e.g. recalls,interventions, tasks, follow-ups,alerts/notes on patient specific chartsCustomizations Will forms, templates, or other documentsthat I have customized still be available?7 OF 8
EMR DATA CONVERSIONCHECKLISTAppendix C: Data PreparationDATA ELEMENTComplex Care BillingQUESTIONS TO ASK YOUR VENDORS/THINGS TO CONSIDERCOMPLETE? All complex care 14050, 14051, 14052,14053, 14075. Entered Last date billed before sending tophysician. Reports Report All complex care 14050, 14051, 14052,14053, 14075. Entered Last date billed before sending tophysician.Duplicate Patients Search for duplicate patients and mergethemRecalls Print off your recalls listsFinancials Run accounts receivable Try to reconcile as many as possibleActive smokersDiabetes (250)Hearth Failure (428)Hypertension (401)COPD (491, 492, 493, 494, 496)Ischemic Heart Disease (414)Chronic Kidney Disease (585)Osteoarthritis (715)Frailty (V15)Alcohol Dependence Syndrome (303)Drug Dependence Syndrome (304)Anxiety Prevalence (300)Depression Prevalence (311)Dementia Prevalence (331.0)8 OF 8
EMR Data Conversion Checklist This guide is intended for clinics who are considering switching EMR systems and is to be used in conjunction with the How to Prepare For An EMR Data Migration guide. Migrating clinical data to another EMR, whether it is the same or a different system, is a time-consuming and complex process that
