Author Archive for Mi7 Solutions

Graham Health System Case Study: Automating Quality Care Coding for Accuracy and Efficiency

The Client

Graham Health System has been serving patients in Fulton County, Illinois for over 110 years, and today, has grown to be a progressive, comprehensive Health System focused on compassionate, quality health care. With more than 150 physicians, surgeons, advanced practice nurses and 500 support staff, Graham providers serve a wide range of specialties. For more information, please visit https://www.grahamhealthsystem.org.

The Situation

A primary goal for the nation’s conversion to electronic health records revolved around enhanced quality of care and better management of patient populations, to improve patient’s overall health and wellbeing. Over the years, the Centers for Medicare and Medicaid Services (CMS) has implemented a variety of programs to incentivize providers for achieving specific quality measures for patient care. Such programs have included the Physician Quality Reporting System (PQRS), and today, the Merit-based Incentive Payment System (MIPS) and the Medicare Access and CHIP Reauthorization Act of 2015 (MACRA). Reporting requires providers to properly enter data into their electronic health records system, and then access that data for reporting purposes. Many providers and health care organizations, such as Graham Health System, seek to streamline and automate the data capture and reporting process.

The Client’s Need

As a health care system focused on quality care, from 2016-2018, Graham Health System was part of an Accountable Care Organization (ACO), which, according to CMS, is “an organization of health care practitioners that agrees to be accountable for the quality, cost, and overall care of Medicare beneficiaries who are enrolled in the traditional fee-for-service program who are assigned to it.” Members of the ACO must report on their quality care.

In order to get credit for quality reporting, individuals and patient populations must be coded properly across the many measures in place for each. Over 40 types of patient populations and health care situations are tracked, including diabetes, preventive care, osteoporosis, cancer, depression screening, fall risk, hypertension, and many more. During each patient encounter, the provider must enter a code that correlates with the result of the examination, lab test, or incidents reported by the patient.

However, as a rural health care provider, Graham Health System found themselves in a position where their eClinicalWorks system (specifically the PQRS reporting functionality) wouldn’t produce the type of qualified data they’d need to report on. In addition, the features built in to eClinicalWorks weren’t well suited for how they wanted to use the system. For ten years, they had not captured the required codes or reported on the data – a situation they needed to address by creating a workable solution for all involved.

How Mi7 Solutions Helped

The Mi7 team has a great deal of experience in automating processes within eClinicalWorks, and identifying the proper (and accurate) transformation of data to make automation and reporting possible. The team began by gaining an in-depth understanding of how Graham and its providers wanted to use their eClinicalWorks to capture coding and report on quality measures. Everyone quickly agreed that an automated process would be the right solution, as it would eliminate the need to place a burden on providers to review records and enter codes manually.

Mi7 presented Graham with a report template in the form of an Excel spreadsheet, comparing it to the existing eClinicalWorks structured data fields and verifying codes. Once complete, Mi7 began building the logic into a report for testing and validation of the coding process. All was validated, and the automation could begin. Here’s how the system works:

  • Each night, the system runs an automatic scan to review all patient notes that have been locked since the previous processing.
  • The automated process then identifies the clinical information that has been entered into those patient records.
  • The logic built into the report can isolate the clinical information and match it up to the reporting code associated with what was captured in the record. For example, for fall risks, if the provider enters a note such as “no falls in the last 12 months” and care is documented, the appropriate code for this note is identified. However, a different code would be associated with the record if a fall has occurred and is captured in the notes
  • Reporting codes are automatically entered into the patient record.
  • The codes are added to the record before the claim is created, so the claim is ready to go the next day.
  • A report of all activity (in terms of codes added to that day’s closed patient notes) is generated in the system and saved for any review that may be needed.

In a relatively quick period of time, the solution was complete and implemented system-wide.

 Results

The most important result of the project is that, after ten years, quality reporting codes are being captured in eClinicalWorks. Graham was able to provide the required reporting to their ACO, and the organization began getting credit for what they’re doing. In 2019, Graham began reporting quality measures on their own, using the same data fields to populate the database internally.

Across the organization, all providers and staff are thrilled that this is an automated process, saving them a great deal of time that they’d otherwise would have to spend manually reviewing patient notes on a daily basis and identifying the proper reporting codes. The numbers on their quality measures are going well, and Graham continues to increase their reporting.

“Identifying a work-around for the PQRS pop-up in eClinicalWorks was very important for us, and finding a solution to automate reporting code entry was the key to ensuring we’d be able to provide accurate, timely data for quality reporting. The Mi7 solution made this all possible. We know it’s working and there is very little oversight involved for us, since everything is automated. Working with Mi7 is a good decision for any health care organization looking to do more with their eClinicalWorks.”

Kevin Scott, LPN

Clinical Analyst, Graham Health System

Making eClinicalWorks Third-Party Data Transfer Possible

You have data in eClinicalWorks. You may be using a third-party service supporting your practice, or there is a third-party software or service with which you would like to work.  These third-party services and systems could do a much more efficient job for you if they could communicate with your system and exchange data. If only there was a way to make that happen …. Oh, wait! There is!

At Mi7, we believe that your eClinicalWorks data is there to work for you, helping you enhance patient care and build efficiencies into your practice. While eClinicalWorks provides a multitude of functionality, there may be other options for providing a specific function or service better outside of eCW.  We’ve done scores of projects over the years to accomplish this. A recent example illustrates what’s possible with data transfer and integration.

Leveraging Third-Party Data Transfer to Facilitate the Collections Process

Many practices contract with collection agencies to help with their balance aging, outstanding receivables and collecting payments. In these scenarios, patient billing and payment histories must be shared with a third party. In turn, the results of the collection efforts and payments made,  are shared back to the practice for recording into the patient record in eClinicalWorks. It is potentially a manual and tedious process, full of opportunities for human error.

The good news is, that this process can be automated and Mi7 can make it happen. We recently developed the following solution for a client to automate the transfer of data between eClinicalWorks and their collections agency:

  • Patient financial data is extracted from eClinicalWorks for those patients who have outstanding balances with the practice.
  • Data is uploaded to the third-party collection agency, mapped to the appropriate fields in their system.
  • Patient financial information and payment information are then transferred back to the practice, with payments posted within eClinicalWorks.
  • A secure environment is used for the transfer, helping to ensure the security of the data moving back and forth between systems.

In this particular case, Mi7 created the specifications for the project, developed the process by which the data would be transferred, fully tested the data transfer, and executed the go-live once all data was correctly verified.

Other Opportunities for eClinicalWorks Data Transfer

Chances are, your practice must share and report data for a number of reasons, either for patient care or for operational or management needs. This could include:

  • Patient Communications System … eClinicalWorks data can be transferred to third party CRM software such as SalesForce to facilitate communication and trigger health reminders or other important information to your patients.
  • Third-Party Billing Companies … If you use an outsourced billing service, the smooth and efficient transfer of claims and patient billing is key to ensuring steady cash flow to your practice. Mi7 can facilitate the ongoing transfer and receipt of data between systems to support these efforts.
  • Patient Kiosks … There are many options for patient kiosks to allow quick and easy check-in to your office. Demographics and clinical information can be gathered in the waiting room freeing up your staff’s time entering that documentation.  Mi7 has facilitated several solutions allowing the correct data to be transferred to the correct location to and from eClinicalworks to support these types of solutions.
  • Hospital Rounding … When providing patient care in an location remote to your office, it is important to have the patient information you need and be able to record the correct financial information back in to your system for billing. Mi7 has worked with several third-party remote information and data collection vendors to facilitate the transfer of information to allow for remote data access and documentation.

These are just a few of the examples of the type of third-party solutions for which Mi7 could provide automated data transfer. You may have other needs in your practice based on your processes.

Regardless of your needs, and how simple or complex they may be, the Mi7 team has the knowledge and experience with eClinicalWorks to make automated data transfer possible. Where others have said no, we say yes! If you have an idea, or perhaps even a challenge you’re trying to overcome and just don’t know where to start, reach out to us. We can help you develop a solution that will create efficiencies in your practice and add to your bottom line.

Swedish Covenant Health Case Study

The Client

Swedish Covenant Health (SCH) is a leading independent health care organization in Chicago which includes more than 500 primary care physicians and specialists within the hospital, and over 150 providers within the Swedish Covenant Medical Group. This award-winning organization has served the community for more than 130 years, delivering world-class care with compassion.

The Situation

In recent years, SCH has undertaken several strategic initiatives to enhance patient care and provider performance, while reducing overall payment cycle time. The hospital has put many things in place to achieve these strategic goals, including bringing billing in-house, setting up key performance indicators for revenue cycle management, and setting up processes to ensure efficient billing and timely payment. Once this was set in motion, the organization recognized that a key component of reducing overall payment cycle time was directly tied to the other piece of the strategy – enhancing patient care and provider performance.

The Client’s Need

In 2018, SCH changed base compensation to a Work Relative Value Unit (wRVU) model to quantify provider performance, benchmarking each specialty against national standards. This model would guide salary and bonus structure, and relied on the availability of data and reporting from their eClinicalWorks EMR. Yet as they began building the structure of the program and how it would work, they quickly realized that there was no report in eClinicalWorks that would provide them with the information they needed.

 How Mi7 Solutions Helped

A key component to quantifying provider performance involved measuring the amount of time it took providers to close and lock their notes for each patient encounter. This is critical because the encounter can only be billed once those notes are entered and closed, so the faster those notes are closed the shorter the payment cycle. SCH has implemented a goal of 72 hours for providers to enter and close their notes, and sought a way to track which providers were achieving this goal. As part of their compensation, providers would then be incentivized for their compliance, or disincentivized for failure to comply.

The Mi7 and SCH teams worked closely together to develop the specifications for the report, and build it in a manner that would be most useful for interpretation. The process allowed SCH to be very specific in what information they needed to account for, and ensure that the information pulled from the system and included on the report would cover the measures they were tracking.

The teams began with an initial, baseline report that would help them understand the data, make decisions based on the data, and then make modifications to the report as data was uncovered and interpreted. It was an iterative and collaborative process which involved weekly team meetings, and resulted in a comprehensive report that is viewable by facility, by type of charge, by cost center, and a variety of other categories. The report pulls charge data, appointment-to-close days, and generates a scorecard of encounters locked in 72 hours, 7 days, 14 days, and beyond. SCH is then able to analyze this data to track provider performance and efficiency, and determine whether they comply with the 72-hour goal, and ultimately, whether they qualify for their incentives.

Results

In the first six months of implementing the new appointment-to-close standards, SCH has experienced a positive difference in provider performance. Behaviors are changing, and providers are motivated to meet the standards. In fact, many providers are setting personal goals for productivity, now empowered to use the report output to measure their productivity against industry standard benchmarks. Providers are not only reaching personal goals, they’re helping to support the overall strategic initiative of reducing payment cycle time. Efficiency has increased, lag time for provider note closing has greatly decreased, and the organization has experienced an impact on their bottom line through use of and newly developed reporting capabilities of their EMR system.

 “Mi7 helped us access our data in the eClinicalWorks cloud and created reports that give us actionable insights, enabling us to measure progress towards strategic objectives. These reports deliver summarized results, along with breakout views that allow end-users to validate the data. Mi7 assisted us through this extensive team effort to ensure the access, accuracy, and understanding of the complex data related to wRVUs, leading to increased confidence in the quality of the data among SCH leadership.”

Monica Merchat, MSHI RN

Manager of Informatics, Swedish Covenant Health

eClinicalWorks EMR Data Automation and Transformation

How many times have you thought: “surely there’s a way to get to that data from eClinicalWorks and make it useful,” or “there must be a way to automate this manual and repetitive data entry we are doing.”  Chances are, it’s crossed your mind on more than one occasion. Mi7 has just the solution. We are experts at not just data extraction, but also at data manipulation, transformation, and reporting, putting custom business logic in place and leveraging the information to automate processes while increasing efficiency and accountability across your organization.

Following are just a few examples of solutions we’ve implemented for practices around the country:

Automated Coding in eClinicalWorks

We all know how important it is to properly code various encounters, diagnoses, and results within a patient file. Most of the time, this work is performed manually by a staff member who reviews each encounter and puts the codes on the claim. This is time consuming and it opens the process up to human error – which results in a delay in reimbursement for the work you’ve performed. This can also cause additional time requirements for your staff, that could be better spent providing patient care. We can help you change all of this with automated coding. The Mi7 Solution:

  • We develop custom business logic to automate and execute a database review of each encounter. The data is in eClinicalWorks EMR, but the system itself cannot address this logic, so it relies on the external logic we develop to do what needs to be done.
  • The review runs on a nightly basis, scanning all encounters for that day.
  • The scan looks for certain quality items in the clinical documentation, such as specific diagnoses, lab results, or medications prescribed.
  • The process automatically adds the appropriate code to the encounter.

You get the code entry you need, performed in the most efficient, accurate, and timely manner possible, speeding up your reimbursement cycle and freeing up your staff to perform other duties. And, you are able to review the information involved in the quality reporting for PQRS, MIPS, or other initiatives.

eClinicalWorks Automated Referral Documentation and Closing

The majority of your patients likely have a team of providers covering different specialties based on their needs, and they may rely on your referrals to get them the care they need. There is documentation and a closing process required for referrals, but again, it’s typically manual and may not be performed in the timeliest manner. We can automate this:

  • Business logic is developed to automate and execute a database review of all open referrals in your system.
  • If the scan detects that a note has been sent back from the provider to whom the patient has been referred, the process marks the case as closed.
  • If a referral is a certain number of days old (90, 180, or whatever your practice deems appropriate), it is automatically marked closed, or brought to the attention of the appropriate staff person.

This process can help keep your eClinicalWorks up-to-date and free from clutter.

Lab Review Escalation

If you’re like many providers, you get hundreds of lab results every day. While most of them may be routine (and not urgent), there are some that require quick attention. How can you know how to prioritize your review time and give your immediate attention for situations that may be life threatening? Mi7 can implement an automation process for that.

  • Create custom business logic to identify key entries in the patient records and compare them to the most recent lab result.
  • Develop indicators to flag situations – such as high blood sugar levels for diabetic patients – that are serious and in need of attention.
  • Perform database scans throughout the day (for example, once per hour), to reprioritize your review list. Higher urgency results needing quick review are moved up the list and displayed accordingly when you log in.

This automated process helps to ensure you’re quickly addressing patients in need, and results in better patient population health management.

Do we have your mind exploring other items you might be able to automate yet? We hope so! It’s our goal at Mi7 to provide you with solutions that will help you operate more efficiently, enhance your patient care, elevate the patient experience, and appropriately manage items that can impact your ability to get paid in a timely manner. The Mi7 team has many years of experience serving practices, hospitals and physicians’ organizations of all sizes, and we can help you too. Contact us today to learn about the many data automation and transformation options that can take your practice to the next level.

 

 

Mi7 Solutions Featured in Healthcare Tech Outlook Magazine as a Top 10 EMR / EHR Consulting Services Company

Healthcare Tech Outlook recently featured Mi7 Solutions in its issue featuring the Top 10 EHR solutions providers for 2018. The article announcing the honor acknowledged the firm’s role in helping medical practices access and make best use of the data in their electronic health records and practice management systems.

Mi7 Vice President Joe Falcomata had the opportunity to share his thoughts on how Mi7 is a game changer in data access and management, and explains how the firm has grown rapidly over the last six years. In the article, he stated: “Our vision is to provide automation and data access to establish more efficient processes and drive better patient care and business decisions.” He went on to explain the company’s commitment to providing services that help practices succeed in clinical qualities and the financial aspects of their business, all accomplished through meaningful access to data.

Mi7 Solutions specializes in data extraction and migration, device integration, and custom reporting for the eClinicalWorks suite of EHR and Practice Management solutions. The firm has worked with medical practices and physicians’ groups across the United States, helping them to gain access to their data, use it in meaningful ways, and grow their business. The team has a reputation for taking on even the most complicated projects and developing a meticulous, customized process to simplify the execution for day to day operations within the practice.

In the article, Joe describes a large practice in Georgia who has engaged Mi7 Solutions for large-scale integration of their eClinicalWorks data with outside databases such as SalesForce.com, enabling their providers to communicate more efficiently with patients and improve the quality of care. He also discusses the topics of data exchange, migrating data from one EHR system to another, and integration of data between the EHR and lab devices.

A full copy of the article is available online. For more information, please contact Joe Falcomata at 636-492-2839 or via email at Joe.F@Mi7Solutions.com.

Preparing for Discreet Data Extraction

All great initiatives start with a plan, a great deal of soul searching about exactly what it is you are trying to accomplish, and what you have at your disposal to work with. The process of discreet data extraction from your electronic health records system is no different. Having a plan and knowing what you have – and where you’re going – are critical. We at Mi7 have compiled a list of tips and things to consider as you prepare for your data extraction project:

  1. Do you have current processes in place for capturing your data?

Before we begin any extraction of data, it’s important that we know what processes you currently follow, and if your providers have guidelines for how data is entered. This will help us determine how clean and useful your data is, and what considerations we’ll need to account for as we plan for the extraction. For example, if there is no process in place to guide a provider to type in “ten” versus “10” into a data field, that inconsistent data will mean nothing to the system (the new one or the existing one), and will make mapping the data between system more challenging.

  1. How will you be using your data once extracted?

There are many reasons for extracting discreet data. You may be importing it into a new EHR, or archiving it. Regardless, your data extraction and the output we provide will be tailored for your specific needs. We’ll either prepare it for useful import into your new system, or provide easily searchable PDF documentation that can be used for archival purposes.

  1. What third-party systems will you need to integrate with?

This is important to know as we prepare your data to be useful in a new EMR environment. For example, if you are routinely interfacing with lab devices, we know that those devices like to receive data in more numeric format versus text.

  1. Will you be consolidating multiple systems?

Preparing to consolidate multiple systems requires a bit more thought and preparation, especially when identifying which fields will be migrated and the names of those fields. For example, “Are you a smoker” is a common piece of information to capture in your EMR. However, the field may be named something different across multiple systems. We’ll help you identify these fields and develop a plan to match them up.

  1. How do you want to view your data in the new system?

If you are moving to a new system, you have a choice of how you will see your data in the new system.  However, the detail to which you would like to view the data will affect the cost of the data extraction and import.  You can decide to simply have a summary document created that can be referred to when a new patient is documented in the new system.  Alternatively, you can decide to have individual discrete data point transferred over to the system.  We can assist you in discussion the costs and benefits of each option.

No matter your reasons for extracting discreet data, making sure the data is clean and consistent is the best way to prepare. If you need a discreet data extraction, contact Mi7 today! We have extensive experience, and can create custom solutions to fit your needs.

Quality Reporting

Are you struggling to get the data you need from eClinicalWorks? Whether you are a practice or a third-party vendor, it’s become essential to export data for quality reporting. Programs like CPC+, MIPS and MACRA have measures practices have to follow and for which data needs to be reported. Quality reporting helps practices get a better view of how they’re doing against the measures, and it can be frustrating when the data is difficult to retrieve.

There are hundreds of measures for patients that practices can record, but practices typically report 15-30 measures, sometimes more. Measures practices take for patient care can include:

  • Depression screening
  • Allergies
  • Diabetes
  • Hypertension
  • Labs
  • Tests
  • Personal measures

How Else is Quality Reporting Used?

Governmental reporting programs aren’t the only programs that want to see quality reporting though. Insurance companies use the data from quality reporting for patient population management. Major insurance provider in many states have started asking all of the practices they serve for this data. Having diagnoses for an entire geographical region in one database can be extremely useful for insurance companies. They can then monitor population health, determine what percentage of the population have certain conditions.

At Mi7, we’ve been doing these sorts of exports for over ten years. We extract and translate data into a format that is compatible for import into a common database. Quality reporting is important to ensure diseases are under control. They also help track what treatments are most successful, and whether or not a provider is fulfilling their roll to help patients control chronic diseases.

What’s the difference between exporting and reporting in this case? From the governmental standpoint, it’s the same thing in this case. Once exported, the data may first go to an Account of Care Organization (ACO) which completes the quality reporting.

While eClinicalWorks does have some of this capability, third-party management can sometimes provide a clearer view of what’s really happening.

How Quality Reporting Benefits You

While gathering and reporting quality data can sometimes seem difficult and time consuming, quality reporting can easily segue into a better overview of your own population’s health. Not only does this benefit your patients, it can benefit your organizations revenue stream as well. For instance, you could contact every female patient you have over 40 reminding them to have a mammogram. This not only improves their health, it also potentially increases your practices finances. Instead of using the data reactively, you can use it proactively. There’s no reason why focusing on care can’t also mean profitable business practices.

Quality reporting is more than just complying with government regulations; it’s about improving the lives of your patients, and improving the way you do business. If you need help with your quality reporting, Mi7 can help. Contact us today.

Associated vs. Unassociated

You went into healthcare to help people, who knew there’d be so many reports? Electronic health records can be a beast to sort through, which is why Mi7 is here to make sense of what you need to know. Today, we’ll be going over associated vs. unassociated when it comes to running reports. eClinicalWorks uses these terms in many of their standard reports. Without an understanding of what they mean, it can cause much confusion when trying to compare the various reports.

When you run a report for a month, you have options for what payments you want to see included in the report: the associated or the unassociated payment.

Unassociated payments are all of the payments you have received within a certain date range. This means that all payment received within the date range will be included for any charges for any dates, not necessarily for the dates of service specified in the report. So, some of those payments may be associated with previous date ranges.

When you select associated payments, it will only show the payments that are associated with charges entered in the selected date range. This can help you see if you want to see payments just on the services for the selected date range.

As you can imagine, associated vs. unassociated amounts can be very different. Which you choose can be dependent on how your accounting team wants to see and recognize revenue. Most people prefer to see all of the money that comes in for the date range. However, for reporting it can be helpful to keep track of which payments are associated with that billing period.

At Mi7, we have years of experience with eClinicalWorks reporting, and can assist you with your reporting needs, including custom logic for reports tailored just for your practice and what your accounting team would like to see. To learn more, contact us today!

eBO Output

eClinicalWorks is a great tool for many practices, but we have also had many practices come to us feeling lost after encountering issues with extracting data for various purposes. When eClinicalWorks hosts your EMR for you, it can be difficult to extract data in a way that allows for reporting to government agencies, sharing with ACO or other quality reporting organizations or sharing with other third-parties. Thankfully, you’re not out of luck. Even if it feels like you’ve hit a wall, Mi7 is here to provide you options, just like we’ve done for our clients for years.

Mi7 has experience working with eClinicalWorks-hosted practices pulling data, and even providing some automation of those reports and extracted data. We have had clients come to us who have struggled attempting to get the data they need for several months, only to have us find a solution within a month, or less.

When we create these reports, we customize the report to produce the data that is needed in the desired format.  We also provide a way to view the data in a readable format before extraction. Often data is difficult to read, but we format it in an easy-to-read manner so you know what you are exporting.

eClinicalWorks Hosted

eClinicalWorks database and host servers cannot be accessed natively on their Cloud server. When eClinicalWorks hosts data, they will not allow access directly to the database, which can cause major headaches for many practices. Having the ability to share data with a third party is often essential to their workflow, whether in dealing with patient clinical, practice management or billing information.  eClinicalWorks does not natively allow this access.

Mi7 uses eBO, the native application in eCW for reporting, to extract data from eClinicalWorks-hosted practices. This report can be scheduled to run on a periodic basis.  The report can then be exported to a file and shared by the client to a 3rd party if needed.

Custom extract reports in eBO can be used to access any data that is available in you eCW database.  With Mi7’s long history and experience in working the eClinicalworks data, we can typically provide everything that is needed even if it is not available in the eBO metadata.

This is useful for various purposes, like leveraging your data for:

  • Insurance companies
  • Appointment follow-ups or reminder systems
  • Customer surveys
  • Quality Reporting
  • 3rd Party Patient Payment solutions.

Hosted Locally

If you eCW database is hosted locally, or with another 3rd party hosting solution.  Mi7 can provide many other options for extracting data as well.  With direct database access there are additional options for automation.  Thereby allowing the staff at the practice to become more efficient and focus more on patient care.

Mi7 can simplify the process in the practice and do it fast and efficient way. Clients who have used our services once, typically come back to us for the rest of their reporting needs. Let us help you too, contact Mi7 today!

Data Migration Case Study: Central Peninsula Hospital

The Client

Central Peninsula Hospital (CPH) is a 49 bed, full service hospital in Soldotna, Alaska. The staff includes more than 80 physicians and allied medical staff practicing a wide variety of specialties.

The Situation

CPH was planning to consolidate and connect its hospital records into one centralized electronic health records system. They had chosen Epic as their new EHR system, and needed a way to extract data from existing systems, and format, validate and migrate it into Epic. With 13 physician practices operating within the hospital network, those managing the project knew they were dealing with 13 different data sources, 12 of which were eClinicalWorks.

The Client’s Need

CPH was in need of a partner who could help them extract the data they needed from the different data sources in a way that was meaningful, accurate, and as smooth as possible. They realized the challenges posed by the number of data extracts that would need to be performed, as well as the extensive planning and data verification processes that were required in order to ensure that the data migration into Epic was successful. When dealing with patient data files, it’s important to have confidence that all information is delivered to spec with no variations.

How Mi7 Solutions Helped

The CPH team had an advantage entering into this project: they had worked with Mi7’s sister company, Curas, for many years on their eClinicalWorks needs, and knew members of the Mi7 team (and their extensive capabilities when it came to data extraction and migration). Mi7 began the process by working with the consulting group the hospital had chosen  to create the specifications for the project, ensuring that all were in alignment with how the data would be pulled and migrated, while remaining flexible to make adjustments to the process as the project got underway.

Eventually, three data extracts, and validations, per database were performed, totaling thousands of patient records and lines of data to import into the new EHR. Not only did Mi7 extract patient data, including demographics, visits, and progress notes, the team also extracted Problems, Allergies, Medications and Immunization (PAMI) data.

Results

When evaluating a data extraction and migration project, the first result to consider is the accuracy of the data. Through the validation process, the CPH team never encountered any inaccuracies. In fact, this level of accuracy enabled the team to get the validation work completed efficiently. In addition, the data was complete, delivered to spec, and delivered on time. CPH reports that Mi7 created a meaningful conversion for them, meaning the data was usable, in the format that was needed, and included the right data. This was made possible because of Mi7’s extensive understanding of the structure of the data, where it’s located, and how to properly access it. Though it was a complex and large project, it was not only labeled as a great success, but was also one that those involved enjoyed being a part of.

“When it comes to eCW data extraction and migration, I would only recommend Mi7.  They are the experts and understand the structure of the eClinicalWorks database.  All of their work was clean, allowing me to feel confident that the data they extracted met spec and was accurate.  Their team was wonderful to work with and they were highly professional.  If a medical practice or hospital group needs data migration Mi7 is the best option.”

Stephanie Roberts
eHealth Services Manager
Central Peninsula Hospital