Legacy system data transfer is an important topic to consider. Once you are ready to begin the process of moving and converting your old legacy data to the new archive, you might be wondering how the process works and what the outcome actually looks like. Quite frankly, it all depends on the needs of your organization—how much data you need to store, how much access you would like to have, etc. No matter what your needs are, CHR Base has you covered, as we have the process of legacy system data transfer perfected.

Standard vs. Active Archive

First, a decision. The main decision you have to make is between a standard archive and an active archive. With CHR Base, your archive can be as much or as little as you want, but it is still important to understand the difference. A standard archive is best used to store data that is rarely used but is needed to remain compliant. An active archive, on the other hand, is easier and more accessible to use. With an active archive, you’ll be able to use your legacy data more easily and efficiently.

So you have to decide, do you want a place to store your information or do you want a place that stores your data in an accessible way? Then we can get down to the process of legacy system data transfer.

How Our Service Works

No matter what kind of archive you are looking for, our system can be as hands-on or hands-off as you would like it to be. At CHR Base, we cater to your needs. Not only to we have immense experience in extracting data from all kinds of sources and systems but are archive system has many features that allow you to access the data you need in a short amount of time.

Through our data extraction service, our team harvests your legacy data from just about any source and replicates to a target database using a task running on a replication instance. This converts your old legacy data into any easy-to-read formats for your new database consumption. Our turnaround time is quick, and our rates are affordable, making any reason not to archive your data hard to argue with.

After your data is extracted and converted into our archive, we provide many useful features to make sure you have what you need to effectively manage your legacy data. Our AWS environment is secure and HIPAA compliant, and it has incredible organizational tools. It provides an easy way to search your data or sort it for specific needs. You can process ROI demands more quickly and efficiently and manage finances and transactions without a hitch. And even if there was one, our customer support team is dedicated to helping with any issues that arise.

Why Trust Us When Legacy System Data Transfer Is On The Line

Our developers have experience with legacy system data transfer and extractions from nearly every legacy system that exists. We’ve worked with and archived data from over 50 systems, including:

• AdvancedMD
• Care Tracker
• Centricity
• eCW
• eMDs
• Intergy
• Kareo
• Lytec
• MedManager
• NexTech
• NextGen

Once we’ve worked with one system, we save that process so even our clients can load their own data if they would like (as long as they have the necessary SQL experience). Our goal is to help our clients archive their data in the best possible way for them, whether that’s through a more standard or active system, a couple GBs or 100 GBs worth of data and even a more hands-on or hands-off approach from us. We’re here to make sure you can move forward with new systems while archiving your legacy data.

Partner Up

As more features and requirements are collected, we will post them here as well. If you have any immediate questions, shoot me a message, I can steer you in the right direction.

No matter what you end up doing with your legacy systems, do something. “There are two types of people in this world, those that have lost data, and those that are about to.” Archive those old servers and save funds today by ensuring you dont need to upgrade the hardware and software of those old legacy systems.

-Dan Holleran | 314-471-3409 | dan@pdehealth.com | www.pdehealth.com

PDE Health is an advanced data solutions firm, and have developed the CHR Base product. Visit our website to learn more about who we are and what we can do as a good business partner in the healthcare data industry.

As more and more new technology and the advancement for IoT in the health care industry, health care organizations continue to face the problem of figuring out what to do with old legacy systems and their legacy data.

For many health care providers, old legacy systems tend to be kept in place despite the security risks and high costs in money, time and effort in the long run to maintain them, especially within HIPAA compliance. Oftentimes, the conversation about what to do with the old system after transferring to the new system gets brought up late.

That’s why it is important to add archiving legacy data to the EMR system transfer discussions. By archiving legacy data, health care organizations can reduce the potential for cyberattacks, lower monetary costs for operating old systems and save valuable time and effort by providing a more efficient method for HIM and IT workers.

Potential cybersecurity risks

One of the biggest issues with legacy systems is the risk they pose to maintaining their information secure. When a system reaches its End-of-Life (EOL), it means software updates and support will no longer be available for that specific system. This leaves legacy systems vulnerable to cyberattacks against which they will no longer have secure protection.

It’s already happened to multiple organizations already, including hacks to BOOM! Mobile website, 2,000 stores using outdated Magento CMS, and a phishing attack on enterprise employees to upgrade Windows 7 (which Microsoft announced discontinuation of support back in January 2020). By archiving legacy data, you can discontinue legacy systems and their vulnerabilities to cyberattacks, keeping patient records and other data secure.

Lower legacy system management costs

Many legacy systems require high maintenance fees to not only keep the system up and running, but to allow access to the data they hold. What’s more, if they are out of date, there are more “band-aid” costs to try to maintain security and HIPAA compliance on a system that doesn’t receive automatic updates anymore. Even if you try to combine (virtualize or collocate) all your legacy systems and data in a data center, there are hidden costs that go up with each system you add, plus keeping them patched and updated.

Some health care organizations fear the upfront cost of data archiving and transferring to new EMR systems, but in the long run, archiving legacy data saves money and provides a better ROI over time.

Save time and effort with data in one place

There are different ways to archive legacy data, depending on the needs of each organization. However, overall, once the data is archived, it becomes much easier to access as everything is all in one place. This makes training staff easier since they don’t have to go through multiple trainings on different systems. With everything in one place, less time and effort will be spent going through old systems, benefiting both health care workers looking for patient records and HIM workers processing ROIs and other legal compliance measures.

These are just three main reasons to archive legacy data. No matter what, it’s important to save data and patient records, and there are many laws and regulations for how long to keep them. But with technology everchanging, it’s important that health care organizations are able to archive their data in a way that is accessible and cost effective. By removing data from old systems and transferring it to a legacy data archive, health care organizations will be able to provide top notch care, remain compliant with legal regulations and keep their patients data secure.

Partner Up

As more features and requirements are collected, we will post them here as well. If you have any immediate questions, shoot me a message, I can steer you in the right direction.

No matter what you end up doing with your legacy systems, do something. “There are two types of people in this world, those that have lost data, and those that are about to.” Archive those old servers and save funds today by ensuring you dont need to upgrade the hardware and software of those old legacy systems.

-Dan Holleran | 314-471-3409 | dan@pdehealth.com | www.pdehealth.com

PDE Health is an advanced data solutions firm, and have developed the CHR Base product. Visit our website to learn more about who we are and what we can do as a good business partner in the healthcare data industry.

Legacy Data Security and Storage Requirements for the Legacy Data Archiving Platform

• I want how to know how the storage works (Cloud based or local servers) so that we know how much storage there is and how would the information get there
• The GL SAAS provider to hold an industry standard security certification/accreditation such as HITRUST, SOC, or FISMA so that I can reduce the security risk to the https://www.healthcareitnews.com/blog/benefits-hitrust-certification ,  https://www.imperva.com/learn/data-security/soc-2-compliance/
• Sample BAA documentation to be provided so that We know our PHI/PII is managed in a prudent manner
• The system to integrate with our Azure AD single sign on using the SAML protocol  so that our users can sign in using their Office 365 credentials and Azure AD single sign on platform and the user of our multi factor authentication can be utilized https://auth0.com/blog/how-saml-authentication-works/
• The latest technical risk assessment results to be provided so that we can understand the technical risks associated with the system
• An overview of technical controls in place on the system and infrastructure so that an understanding of protection mechanisms is known
• To know if your company has had any security breaches in the past so that we understand the history of your security standards
• To know if your company has a dedicated security team so that We can understand the security resources available  that protect the platform

Other General Requirements for the Legacy Data Security Archiving Platform

• I want to be sure that I am able to see detailed Charges (including CPT, Diag, modifier, provider, location) so that we are able to review/obtain all information if there is a question and a claim needs to be recreated
• I want to be sure I am able to see details on payments that were previously posted (pd amount per line, adjustment amount per line, check number, payer clm number) so that we are able to review if there is a question on payments, takebacks
• I want to be sure I am able to see details on previous notations from the prior system (Encounter notes, patient chart notes, Guar Account Notes) so that we are able to review if there is a question
• for reporting purposes I want to retain EOB data so A/R can be worked efficiently. For example can OCR be used when archiving scanned EOB pdf files? Scanned
• As a scheduler I want to see old appointment history to schedule patients appropriately, i.e.: new vs established patients
• I would like a system that automatically destroy records once the required retention period is expired so that staff time is not spent managing this work
• and current Patient Relations employee we need to be able to view all previous working notes entered by financial counselors, schedulers, and patient accounts representatives so I can effectively respond to and manage patient feedback/complaints.
• and current Patient Relations employee we need to be able to sort (by encounter type, body part, date range) and print itemized HCFA billing statements for purposes of records release and legal issues.
• I want to be able to see patient demographics (example, home address, phone number, insurances, employer, responsible party)
• I want to be able to able to search by patient name or account number
• I want to be able to post new transactions (payments, adjustments and transfers to historical data.
• I want to be able to link the payments and adjustments to the original CPT/charge line.
• I want an archive solution that will interface data coming from Athena, GPMS, NextGen and Allscripts, so that all the AR data can be centralized
• I want an archive solution that can us an EMPI number so that the same patient stored on multiple systems can be linked
• I want to have a solution that is a cloud solution
• I want a solution that is able to split data from the Legacy Ortho Central ASC from the CMO ASC LLC if necessary.

Other Clinical Requirements for Legacy Data Security

• to easily read old records that have been imported into the system so that I can provide on going care efficiently
• to quickly look up records in the archive so that I can room a patient quickly and efficiently
• to easily move records from the archive to the production platform so that I can prep a patient’s chart easily
• to easily access records from the archive so that I can fax/send to other providers offices when requested
• to easily look up a patient in the archive so that I know when I am on the phone with someone if they have been seen in the practice previously
• to be able to see who has accessed a records that I can report that out to management who may request it
• to select which records are moved from legacy data security archive to active chart versus a large data dump so that I can be sure what is needed is in the chart
• to have access to past procedures and diagnostic testing so that to move forward with ordering follow up testing and comparing studies.
• to have access to all previous EMR messages and internal communications so that we can provide clarity in doing a risk chart review
• to have ability to retain HIPAA audit trail from native EMR
• to be prompted if a document has already been archived to avoid duplication in the new EMR
• to be able to maintain native naming convention in the archive so that I have ease of navigation and to make the process as speedy as possible
• to have any SRS messages attached to a document, stay with the document in the archive so that we are ensured that no pertinent clinical findings or addenda are separated and/or overlooked
• to be able to search by partial name, name, DOB or legacy account number so that I can easily find a patient
• to be able to search by note type (office notes, op notes) so that I can easily find the documents I am looking for
• a system that will automatically destroy records that have passed the required retention period so that staff time is not spent monitoring/managing this process
• a report or means to see who has accessed archived records and what action was taken privacy regulations are followed
• the archive  solution to retain alerts in a way that presents that data when accessing a patient’s file so that it is obvious if there are special considerations that need to be followed
• want the legacy data security archive solution to retain  release of information logs so they can be reviewed and printed to meet operational and regulatory requirements
• to be able to batch print or batch fax documents in a record So that I do not have to print individual documents one at a time or batch documents to a fax job with a third party application like adobe acrobat.
• to be sure we can pull complete notes with any addendums and full provider signatures easily, including all office notes, procedural notes, x-ray reports, post-op notes, Ortho Access notes so that we can attach to any requests from payers for audits and/or for payment considerations.
• to be sure we can pull any orders ( Ortho South on the superbills) that support any of the services we have billed for, such as x-rays, MRI’s etc. so that we can attach to any requests from payers for audits and/or for payment considerations.
• a single sign on solution in my legacy data security system so that I don’t have to remember another login and password/take time to log in separately
• to know resource requirements to implement so that I can plan and estimate efforts to implement from the SHCP side
• to know how much configuration is needed to implement the archive so that I can plan and estimate efforts to implement from the SHCP side
• have schedule data in the same general location as clinical data so that a user does not have to log into a separate database to reconcile patient visits with patient records.
• to be able to launch the archive solution from within the Nextgen EHR or PM and have the application pull data on the patient active in Nextgen so that we can avoid having to manually launch a separate system and search for the patient in the archive application.
• to be able to export a CCDA data file from the legacy data security archive system so that we can meet interoperability requirements and/or patient needs when transferring care to another healthcare provider.
• have the option to search across all 4 locations/EHRs at the same time so that available data is presented in one search

Partner Up

As more features and requirements are collected, we will post them here as well. If you have any immediate questions, shoot me a message, I can steer you in the right direction.

-Dan Holleran | 314-471-3409 | dan@pdehealth.com | www.pdehealth.com

Revenue Cycle Legacy Data Archive Features

• I want to have the ability to attach supporting documentation (EOB/Letter) to archived claims/encounters/accounts or have a searchable way so that it is accessible for future reviews
• I want to be able to search/print supporting documentation on archived accounts so that if there are inquiries, I can locate them.
• I want to store charge data that is patient specific, charge specific, encounter specific so that I can identify and follow up on any inquires in a timely manner
• As an RCM leader, I want to be able to search by patient name or date of birth
• As a user of the legacy archive system, I want to be able to locate a specific encounter, data of service or patient by various options so that the system is easy to use
• I want the ability to be able to post payments to an outstanding balance so that all patient balances will be reflected accurately
• I want to be able to generate an industry standard patient statement with detail on payments, adjustments, charges, etc. so if a patient requests this information, I can easily print the statement and send to the patient
• I want to view the last claim for each payer assigned to a specific encounter to be easily available for reference if a payer requires a copy or I need to rebill the insurance
• I want to be able to view details and EOBs so that I can figure out how to resolve any possible credit balances on an encounter
• I want the ability to create reports that show appropriate detail so that I can submit the report to our Finance team, and they can issue a refund.
• I want to be able to track refunds ( include check #s, data of issue, amount, etc.) in the system and post those refunds in a way that keeps the patient account/encounter balance accurate
• I want to have the copies of patient statements readily accessible & able to be printed in the archiving system so that I can respond to patient, attorney or payer inquires after the encounter(s) have been archived
• I want the ability to product HCFa1500 and UB claim forms and or their electronic equivalent so that I can bill a payer, attorney, etc. if needed after the encounter has been archived. ( corrected claim or repayment as two possible reasons why a claim would be needed)
• I want the archive solution to retain alerts and release of information logs so they can be reviewed and printed to meet operational and regulatory requirements
• or Medical Records Release vendor I want to be able to batch print and batch fax documents in a record
• I want to have an archive solution that I can determine the age of charge information based on date of service and patient date of birth so that I can comply with the company retention schedule
• I want to be able to categorize the documents that are stored so that I can adhere to the different retention requirements in our retention policy
• I want to have a logging of when and which billing records are released so that I can comply with HIPAA
• I want to have an archive solution that can track the specific business unit (division or system) in which the data originated

Access Control and Reporting for Legacy Data Archiving

• I want to be able to limit access based on specific roles or criteria( on user access) so that unexpected changes do not occur
• I want to know how many users can access the Archive at a time
• I want to have view only access for those users who need to review but not change data in the legacy archive system.
• I want to have single sign on capabilities or multi factor authentication, so I can comply with security
• I need to have a way of reporting credits/debits on open claims so that we can best track what is still in there
• For reporting purposes I want to retain all line-item charge and transaction data,
• For reporting purposes I want to retain all encounter level data to include charges, 3rd party payments, patient payments, balance and status.
• For reporting purposes I want to retain all available schedule data including appt details and patient demographics
• To be able to print out patient specific charge and payment activity when requested
• A report that will accurately identify any patient encounters needing a refund and include detail so that I can process the corresponding refund check
• I want to be able to generate daily reports on transactions posted

IT and Tech Legacy Data Archiving Requirements

• To know the implementation support model so that I can be assured to have the appropriate resources to implement the system
• If historical data from multiple different systems can be converted into the legacy archive system so that I can readily access prior data after legacy system is discontinued
• To know the Post Implementation Support plan so that we can be assured to have resources in place to support the software at/after go-live
• SSO functionality so that users do not have to login once logged into pc/laptop
• Robust Reporting capabilities from the legacy archive system so that we have better access to reports, tailored to our business needs
• Auditing capabilities so that we can easily audit system related records as needed
• To be able to query the database directly/do a raw data extraction so that I can create custom reports if needed
• To know how data extraction is planned so that we can understand resource and cost associated

Partner Up

As more features and requirements are collected, we will post them here as well. If you have any immediate questions, shoot me a message, I can steer you in the right direction.

-Dan Holleran | 314-471-3409 | dan@pdehealth.com | www.pdehealth.com

CHR Base will work with you to:

• Develop a plan that minimizes disruptions to your organization’s operations
• Determine which data to convert so your new EMR includes what’s necessary and important
• Extract and convert documents and discrete data – including lab reports, radiology images, invoices and more – from your old system to your new one
• Digitize any paper records and x-rays and add them to your new EMR system with the highest possible fidelity
• Maintain the highest data integrity

CHR Base does not sell EMR systems. We have relationships with most EMR providers and will work with them to seamlessly convert your data & images, regardless of the source system. We will ensure all your inputs are mapped correctly to maintain the highest fidelity. Our discrete conversions keep your data safe and accurate while allowing you to take full advantage of your new EMRs features.

Minimize costs, risks and downtime

You may be tempted to leave your legacy data in your old system. Don’t. Maintaining two EMRs is a very expensive decision.

CHR Base specializes in discrete data extraction and conversion. We know what to expect and how to seamlessly bridge data between systems. Our experience and integrated solutions help practices overcome the challenges with conversions.

We are Lean Six Sigma certified and have extensive project management expertise. We will complete your data migration project on budget and on time, allowing you to realize your EMR’s benefits faster.

Stay compliant and take full advantage of incentives, with legacy data reporting

CHR Base is HIPAA qualified and works with ePHI daily. We understand the rules and regulations and will strictly adhere to any additional specifications your organization may have. We will work with you to develop a custom process that meets your requirements and helps you qualify for Meaningful Use and other incentives. Legacy data reporting is a large part of that effort.

Local Installation vs Cloud Hosting

CHR Base is most often installed locally, as HIPAA-secure cloud hosting continues to be quite costly.  However, if cloud hosting is the directive, we recommend AWS.  A few words about AWS straight from the source:

Scale Computing

Amazon EC2 enables you to increase or decrease capacity within minutes, not hours or days. You can commission one, hundreds, or even thousands of server instances simultaneously. You can also use Auto Scaling to maintain availability of your EC2 fleet and automatically scale your application up and down depending on its needs in order to maximize performance and minimize cost.

Flexible Cloud Hosting

You have the choice of multiple instance types, operating systems, and software packages. Amazon EC2 allows you to select a configuration of memory, CPU, instance storage, and the boot partition size that is optimal for your choice of operating system and application. For example, choice of operating systems includes numerous Linux distributions and Microsoft Windows Server.

Fully Integrated

Amazon EC2 is integrated with most AWS services such as Amazon Simple Storage Service (Amazon S3), Amazon Relational Database Service (Amazon RDS), and Amazon Virtual Private Cloud (Amazon VPC) to provide a complete, secure solution for computing, query processing, and cloud storage across a wide range of applications.

Reliable

Amazon EC2 offers a highly reliable environment where replacement instances can be rapidly and predictably commissioned. The service runs within Amazon’s proven network infrastructure and data centers. The Amazon EC2 Service Level Agreement commitment is 99.99% availability for each Amazon EC2 Region.

Secure

Cloud security at AWS is the highest priority. As an AWS customer, you will benefit from a data center and network architecture built to meet the requirements of the most security-sensitive organizations. Amazon EC2 works in conjunction with Amazon VPC to provide security and robust networking functionality for your compute resources.

Reporting

When it comes down to it, the EHR is meant to assist in the delivery of care; legacy data reporting, while useful, is a secondary consideration. That’s not to say that reports shouldn’t be included in the EHR, because a lot of value can be derived from them. They are useful in a multitude of ways, from simple reports such as problem-based patient populations, to reports on scheduled appointments or charges.

Still, reporting often requires a finer level of detail than a canned product can provide, and even input parameters may not allow for that necessary level of control. Often, small differences in workflows cause data to be found in different fields, making out-of-the-box reports less practical. As requirements evolve, the complexity of even a simple report can multiply, and the reporting logic should have the adaptability to accommodate these changes.

In today’s data-centric environment, custom legacy data reports are incredibly useful in tracking progress on both external measures, such as HEDIS or PQRS, and internal organizational initiatives. 

Custom legacy data reporting can provide tremendous value. They can expose workflow deficiencies, assist in clinical and administrative decision making, and provide necessary data to third parties for patient care or financial reimbursement. Let CHR Base help your organization make better use of your EHR data.

Partner Up

In any scenario where you need to get data our of an old system, we can help. If you aren’t sure where to start in your unique scenario, shoot me a message, I can steer you in the right direction.

-Dan Holleran | 314-471-3409 | dan@pdehealth.com | www.pdehealth.com