Medical Data Migration
Seamless & Secure Medical Data Migration
Electronic medical records are one of the core operating elements of hospitals, medical facilities, and medical practices. Medical data migration is a complex process that requires planning and a clear strategy. At VectoRay, we offer seamless and secure medical data migration to transfer and migrate sensitive and valuable medical records.
What is Medical Data Migration?
Medical data migration is the process used to move medical records and patient information from one storage place, platform, or software to another.
In the healthcare industry, data migration is necessary when moving electronic health records. A smooth medical data migration process will maintain security of sensitive medical records, while analyzing, organizing and transferring them in a seamless and simple manner.
Medical data migration is often necessary when hospitals, medical facilities, and private medical practices move away from legacy systems that no longer have the capacity to effectively process and manage patient information and medical records. The records final destination and new system will determine which data migration process is used.
Common Tools Used for Medical Data Migration
Self-Scripted Data Migration Tools: Self-scripted tools refer to tools created or tailored to a specific data migration project. This approach is best for a single migration project or for a small amount of well-structured records. A self-scripted approach may also be used when no tools or systems fit the medical records that need to be moved.
Onsite Data Migration Tools: Onsite data migration refers to tools and software most commonly used to transfer large amounts of medical records and information. Its application can range from upgrading to a new medical data management system or for a merger or acquisition. Existing data migrations are often the only choice when compliance and security are required.
Cloud-Based Data Migration Tools: Cloud-based data migration tools are the most advanced tools to migrate medical data and records. As an important note, be sure that any cloud solution employed is fully HIPAA compliant when it comes to storage and transfer of data.
Common Challenges in Medical Data Migration
Lack of planning. Medical data migration follows very specific processes however, it’s always best to approach it with sufficient planning. VectoRay Medical offers efficient planning and plan validation to help ensure sound planning is in place before the data is migrated.
Data and information quality. To a large degree, seamless data migration depends on the quality of the data being transferred. At VectoRay, we offer data profiling and data normalization to help organize and improve the quality of the data and information being migrated.
Medical data migration security, privacy, and compliance requirements. Some of the biggest problems exist because of the strict regulations that surround the security and privacy of patient information. VectoRay Medical offers completely secure and proven data migration processes to ensure complete security through the entire migration process.
Safe & Secure
At VectoRay Medical, we prioritize security when dealing with medical records and are fully compliant with all regulations related to medical data migration.
Seamless Migration
Thanks to our four-step process, we plan and create a clear strategy that offers a seamless and simple data migration process.
Cutting Edge Technology
As technology advances, we employ the latest, most secure, and proven software and technology systems that guarantee an easy migration process.
Medical Data Migration Process
At VectoRay Medical, we offer a seamless and secure medical data migration process that follows four simple steps:
1) Data Analysis: The first step to seamless medical data migration is to analyze the data being migrated. Find pieces of information no longer needed and identify pieces of information that are required by the new system. How is the data currently formatted and what data is of the highest value.
2) Data Structuring: Electronic medical records are often stored in different formats, especially when moving data from an old/legacy system into a new one. Data structuring and classification promises a smooth transition. Good data structure is one that helps achieve future goals.
3) Data Conversion: Next, all medical data and records are converted into a single format that is suitable for a seamless and secure migration to the new system, storage, or software solution.
4) Data Migration. Once all prior steps have been completed, the last stage is the migration of the data itself. When migrating medical records, every single item, record, and piece of information is transferred piece by piece to ensure complete data integrity.
With good analysis of the data, a sound structure, and a well-thought-out conversion, VectoRay Medical helps make medical data migration seamless, secure, and fast.
Help Center
Frequently Asked Questions
Do you migrate medical data from the legacy system or can parameters be used?
We can migrate all data or a selected range of data depending on your needs. Data elements and the amount or duration of the data are typically driven by organizational needs related to continuity of care, patient safety, and even population-based reporting requirements. The VectoRay Medical team helps organize and assess these needs as well as follows industry best practices related to medical data migration.
How long does medical data take?
All migrations are based on the amount of data to be migrated. Example: If you need to migrate drugs, allergies, problems, and scanned documents and you have 10 years’ worth of data, live migration can take up to 1 week. It is recommended that this type of migration be phased and spread out over several weekends.
What about medical records and information added to the legacy system after the initial data extra was done?
There are several ways to do this. The best approach will depend on the exact source system you are migrating from. To get all the added data, we may create a second extract and run a catch-up mapping about a week before going live. This will capture all added items.
Why does the medical data migration process only grab the most recent instance of each item?
Most electronic medical record systems store clinical items individually each time they are updated. For example, if a diagnosis was recorded for him three times during her three separate visits, the record for that diagnosis would be for him three times. You can imagine migrating all instances of this diagnosis resulting in duplicate patient records. At VectoRay Medical we usually extract the latest example of an element to get the latest comments/changes about that element.
What can be done if a patient cannot be matched during migration?
If a patient assignment fails, you have several options. You can provide failed patient reports during the EMR data migration process. The easiest way to fix the error is to update your legacy system to fix the cause of the error. This may update the patient’s surname or other information to match other systems. Patients can also be added if they are missing from the target system. If the patient exists in both systems and the first method is not an option, you can perform a one-to-one mapping of the EMR patient to the unmatched patient record in the legacy system. Then add this mapping to her EMR data migration logic so she can migrate the data. Another option is to manually extract information for unmatched patients. This is the recommended option if patient matching errors are rare or if the project schedule is tight.
