EMR Implement - Data Conversion Considerations
If you have an existing PM system that is loaded with years of patient demographic and billing information, how do you get all of
that data into your new EMR/PM system? Well, you have two basic options. One, you can use an automated process to convert your
existing PM data over to your new EMR/PM system. Or, two, you can use a manual process. Your consultant can help you decide which
approach is best for you, and then help you complete you data conversion process.
Automated or Scripted Data Conversion
Scripts can be used to query the database used by your existing PM system, pull out specified information, and reformat it as
may be necessary. The restructured data can then be added to the PM portion of your new EMR/PM system. Many EMR/PM vendors have
"script libraries" that make the data conversion process very simple and inexpensive. If you have a really old or non-mainstream
PM system, conversion scripts might not be available. In that case, if you want an automated conversion of existing PM data, you'll
have to hire an IT consultant to create custom scripts for you. Expect to spend $3-5 thousand for such an exercise.
Manual Data Conversion
Under any circumstances, you can always opt for a manual conversion of existing PM data. The typical manual conversion method
is called "work ahead", in which your staff manually convert patient demographic and billing information from your old PM system to
the PM portion of your new EMR/PM system in advance of patient visits. Staff typically work 2 weeks ahead, and over time, your entire
(and relevant) PM data gets into the PM portion of your new EMR/PM system. One benefit of the manual conversion process is that you
don't waste money converting data for patients who no longer exist (died, moved away, etc.). Another benefit is that staff have
the opportunity to correct inaccurate patient information and add missing information.
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