Epic Data Migration

The process of migrating data to your new Epic systems can be complicated. It’s extremely important to set EHR data migration goals and objectives. This will help determine the scope and budget of the EMR conversion and migration. As healthcare providers, the decisions you make will substantially impact the integrity of your patient medical records in the future. Whether your healthcare facility is planning a legacy EMR data migration to Epic or switching EHR software, having an experienced team with just the appropriate individual on the project is critical to the project’s success. We at OSP have an experienced team of developers who have worked in this niche space. We can help with Epic data migration and cater to your needs

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Our expertise can assist in determining which data should be retired and which needs to be of adequate quality based on the healthcare facility’s attributes. This determined data will be migrated as part of the Epic data migration process. Data cleaning is done automatically based on previously agreed-upon criteria and definitions. Once completed, data cleaning and verification processes can ensure that important information is complete and available for migration purposes. Data checks can guarantee that any modifications made during the cleaning or migration operations have not changed their values or negatively impacted any other processes within the system or the general IT of your healthcare facility.  

The Epic Patient Abstractor Tool dramatically improves data migration within the Epic EHR system. This program speeds up the Epic migration process by automating patient data extraction, transformation, and loading. It discovers and compiles relevant patient information, such as medical history, treatments, and diagnoses, to ensure accurate and complete data transfer. This helps to ensure smooth transfers from old systems to Epic, minimizing disruptions in patient care and operational efficiency. The tool’s ability to extract structured and unstructured data efficiently maintains data integrity, eliminates manual work, and shortens the migration schedule. Finally, the Epic Patient Abstractor Tool is critical to facilitating seamless and streamlined data movement, allowing for the continuing provision of high-quality patient care.  

When embarking on the journey of Epic EHR data migration, it is critical to do a thorough inventory of legacy systems. Tools like HealthData Planner can help you capture critical information, including system names, versions, database types, sizes, and specifications. This inventory is the cornerstone of the Epic migration plan. The Epic data migration team receives insights into the complexities of legacy systems by thoroughly documenting each piece, which aids in decision-making and prioritization. Also, the planner tool assists in organizing a systematic routine, allowing for efficient handling of each application. This method not only speeds up the EHR data migration process but also reduces disruptions throughout the transition to Epic EHR, ensuring data integrity and continuity of treatment.  

The vital task of transforming essential clinical legacy data items in the context of Epic EHR migration requires a deliberate strategy. Many organizations choose collaborative partners because they are regarded for their adaptability within Epic’s implementation plans and timetables and their knowledge of Epic data conversion, import criteria, and testing processes. This includes minor and large-scale testing, full-scale validation, thorough loading, production transition, and the final go-live phase. We know these processes and can provide a smooth EHR conversion and Epic EMR migration procedure, ensuring correctness, compatibility, and successful integration into the Epic EHR and EMR systems 

Consolidating and safeguarding unconverted legacy data using effective archiving systems and tools is critical as part of the Epic Data Migration Methodology. This allows for gradually decommissioning obsolete systems while addressing security and technical weaknesses. As a result, the costs associated with IT resources and infrastructure to support outmoded programs are dramatically reduced. This discrete data storage not only aids functions like search, sorting, and filtering, but it also conforms to today’s Cures Act interoperability standards via FHIR transactions. It also offers rule-based record cleansing, faster information workflows, and better research analytics, all of which contribute to an organized, secure, and quick move to the Epic EHR platform.  


You can improve patient well-being and healthcare effectiveness through the Epic data migration software. It enables quick, well-informed clinical assessments by seamlessly combining disparate data. Real-time access makes it easy for doctors to coordinate patient care, reducing mistakes and needless testing. Automated alerts guarantee proactive patient management and easy data transmission, encouraging collaboration among healthcare professionals and patient involvement.

By centralizing patient data and removing the need to switch between several systems, Epic data migration services help doctors save a significant amount of time. The ability to quickly access thorough information simplifies decision-making, avoids redundant data entry, and improves communication across care teams. Due to this efficiency, more time is spent on patient care, and less time is spent on administrative activities.

Epic data migration software reduces redundant systems and infrastructure, which saves money. It lowers the cost of manual paperwork, the IT system's complexity, and maintenance costs. Streamlined workflows increase operational effectiveness and allow staff to work on tasks that bring value. Ultimately, it leads to significant long-term savings.

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Epic Data Migration Services


Building Expert Team

  • Gathering a team of expert developers with experience in Epic data migration
  • Collecting relevant resources to facilitate the EHR data migration process
  • Investing in acquiring knowledge about the organization's existing legacy data
  • Leverage the best methodology to ensure a successful Epic Migration
  • Offering continuous support to providers after the data migration

Anticipation and Mitigation of Risks

  • Explore and understand the legacy data before initiating migration
  • Anticipate potential risks in the process of data migration
  • Plan strategies to mitigate potential risks involved
  • Set realistic timelines for the migration process
  • Identify other roadblocks and plan for solutions

Strategic Budgeting 

  • Facilitate strategic budgeting for Epic data migration
  • Anticipate potential cost areas and areas of minimizing costs 
  • Evaluate the prices with competitors to offer an edge 
  • Provide price transparency for the process and resources
  • Keep track of providers' budgets and design the plan accordingly

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Frequently Asked Questions

The process of transitioning an organization’s electronic health records (EHR) system from existing platforms to an Epic EHR platform is called Epic migration. Epic migration offers several benefits that encourage organizations to opt for it. It provides improved interoperability between healthcare systems, access to advanced analytics and reporting features, enhanced patient care coordination, streamlined workflows, improved treatment quality, and compliance with regulatory requirements. Other reasons to consider this migration include the need for a more comprehensive and integrated EHR platform, data management, centralization of patient data, smooth communication, etc.

During an Epic migration, various types of data and systems are migrated. These include health data, like patient registrations, appointments, medical histories, demographics, treatment plans, diagnostic results, billing and financial data, and legacy system information. The systems that can be migrated during an Epic migration are pharmacy, radiology information systems (RIS), laboratory information systems (LIS), and scheduling systems. This migration process ensures that critical healthcare data are seamlessly transferred from the legacy systems to the new Epic EHR platform.

Epic migration service providers offer a range of services that help in a smooth transition to the Epic EHR platform. These services may include building an expert team, data migration planning and execution, strategic budgeting, project management, anticipation and mitigation of risks, software customization, system integration, training and support for end-users, workflow analysis and optimization, and post-migration support. Additionally, the service providers may provide expertise in data security, interoperability, and regulatory compliance to help maximize the benefits of their Epic migration.

Yes, Epic migration service providers efficiently assist with data migration from legacy systems to Epic. They even help archive data from legacy systems to ensure secure, cost-effective retention and access to historical records. They are experts in data extraction, mapping, transformation, and loading (ETL), ensuring that critical patient information is transferred accurately. Some service providers even assist in creating a team of experts, anticipating risks, and defining strategic budgets.

Various factors influence the cost of Epic migration services. It includes the size of the solution, complexity of data, amount of data, customization cost, implementation costs, vendor selection, and the type of support and maintenance cost. The cost of Epic used to serve larger health organizations may start from $500,000. For smaller or self-hosted facilities, the price may start from $1,200. Also, the staff training for Epic software may cost around $2,000.

Healthcare organizations should consider several factors when selecting Epic Migration solutions. These factors should include the provider’s experience and expertise in delivering Epic migrations solutions, scalability facility, compatibility with existing systems, adherence to regulatory requirements, data security measures, post-migration support and updates, and cost-effectiveness. Additionally, it is advised to gauge the provider’s track record, case studies, client testimonials, and references to ensure reliability and success. By carefully evaluating these factors, healthcare organizations can choose the best migration solution that helps meet their unique needs.

The duration of an Epic EHR migration can vary significantly depending on several factors, like the organization’s size, data complexity, data volume, customization requirements, and team readiness. Generally, a full-scale migration may take around 12 to 24 months. The duration may extend beyond this timeframe if it is for larger implementations. Providing sufficient time for a successful migration process is crucial because it includes planning, system configuration, data preparation, testing, training, and eventual go-live phases.

Organizations can minimize disruptions during Epic EHR migration by conducting thorough assessments, involving stakeholders, establishing clear goals, and communicating about the timelines. Implementing phased rollouts and contingency plans for critical functions can mitigate risks. Also, providing comprehensive staff training, robust testing, and backup plans is essential. Further, working with qualified Epic migration partners can ensure a smooth transition and provide valuable insights.

Yes, organizations can migrate data from a legacy Electronic Health Record (EHR) system to Epic EHR. The migration process involves various steps, like data extraction from the legacy system, transforming it to fit in the Epic data structure, and loading it into the Epic EHR. These processes ensure the continuity of historical data and patient records, enabling healthcare providers to seamlessly transition to the new system while maintaining access to legacy critical information.

Planning and executing an Epic migration involves several key steps. The first step is assessment, where current systems, data quality, and workflow requirements are evaluated. Then comes strategy development, where resource allocation, development of timeline, and migration plan are done. Data preparation includes cleansing, mapping, and validating data for compatibility with Epic’s format. Under configuration, Epic EHR is customized to meet organizational needs and integrated with existing systems. Later, thorough tests are performed, ensuring data accuracy, functionality, and user acceptance. Then, proper training is provided to help staff understand Epic EHR usages and workflows. The last step is going live with the Epic EHR platform. Additionally, performance monitoring and support are provided.

We follow various steps to ensure data integrity and continuity during an Epic migration process. The first step is data validation, where we conduct comprehensive checks to verify accuracy and completeness before and after migration. Then, to maintain consistency, we perform data mapping to align data from the legacy system to the Epic format. To mitigate risks and minimize disruptions, we transfer data in stages. Further, we focus on data backup and rollout to safeguard against data loss and facilitate recovery if needed. The last step is testing, where data migration processes and workflows are thoroughly tested to identify and address any issues before implementation. Also, we provide training to educate staff on data migration procedures and provide support, ensuring seamless transition and adaptation.

Poor planning risks, data misunderstanding, mapping discrepancies, interoperability issues, potential security holes in the cloud, cultural resistance, managing and forecasting expenses, and technical complexities and infrastructure requirements are some challenges that arise during an Epic migration. One can address these challenges by creating thorough data migration plans with backup and rollback procedures. Further, by employing redundant systems and failover mechanisms, you can minimize the impact of downtime.

When migrating customizations, integrations, and third-party applications to Epic, several considerations should be made to ensure a successful transition. Some key considerations include compatibility and interoperability with the current Epic framework, impact on system performance, and adherence to Epic’s guidelines. Proper data migration and testing procedures should be in place to address any potential technical difficulties, like data loss and data compatibility. Consider third-party readiness for migrating into Epic. To avoid disruptions, test all integrations thoroughly during the migration process—plan for ongoing support and maintenance to keep customizations aligned with evolving business needs and Epic updates.

To mitigate performance and scalability issues when migrating to Epic:

  1. Prioritize comprehensive testing to identify potential bottlenecks and optimize system configurations accordingly.
  2. Employ load-balancing techniques to distribute traffic by leveraging Epic-recommended hardware specifications.
  3. Utilize caching mechanisms for faster access and enhanced response time.

It reduces database load. Consider horizontal or vertical scaling strategies to accommodate growing user demands. You can choose the right scaling strategy by gauging traffic patterns, application architecture, resource utilization needs, and budget constraints. Further, organizations should provide comprehensive training and encourage regular monitoring to assess performance and scalability metrics.

Robust security measures are considered when migrating sensitive patient data to Epic’s platform. The service providers employ encryption techniques to safeguard data in transit and at rest. Implementation of multi-factor authentication and role-based access controls helps restrict any unauthorized access. Thorough risk assessments should be considered to identify vulnerabilities and establish mitigation strategies. Ensure compliance with relevant regulatory standards, like HIPAA. Further, regular system audits should be performed to identify and address potential security breaches. Also, consider training staff members in security awareness.

Data mapping and the transformation process played a role when relocating patient records to Epic’s format. The data mapping process includes identifying fields in the existing patient records and mapping them to corresponding fields in Epic’s system. The data formats and structures are adjusted to align with Epic’s requirements in the transformation process. It ensures accurate compatibility and representation. Extracting, cleaning, and validating data are part of this process. Further, it efficiently handles discrepancies, ensuring adherence to regulatory standards and data integrity.

A phased implementation strategy can minimize downtime and ensure high availability during migration. In this process, systems are gradually transitioned, allowing parallel operation and reduced service impact. Including failover mechanisms and redundant infrastructure provides continuous access to critical systems. Try implementing data replication and synchronization techniques for real-time data availability across old and new platforms. Utilizing load balancers and traffic redirection can help handle high traffic volume. It directs users seamlessly to the new system while minimizing disruptions. Additionally, thorough testing, backup, and rollback plans mitigate risks and ensure easy recovery from unforeseen issues.

Epic migration can significantly impact the existing interfaces and data exchange with other healthcare systems. It may require interface reconfiguration, where the current interfaces may need to be rebuilt or reconfigured to ensure alignment with Epic’s data standards and communication protocols. Testing and validation are essential to verify interoperability and data integrity post-migration. Further, collaboration with vendors and external healthcare systems is necessary to minimize disruptions and ensure uninterrupted data exchange.

OSP supports healthcare organizations migrating to Epic Systems by offering comprehensive migration services. We facilitate seamless data migration by leveraging our expertise in data mapping, transformation, and validation. We provide various Epic migration features, including data cleaning, Epic patient abstractor tool, data inventory, data conversion, and data archiving to streamline the migration process. We also assist in building expert teams, anticipating and mitigating risk, and deciding on strategic budgets. Further, we provide training and ongoing support to help the end-users understand Epic functionalities.

OSP is vital in helping healthcare organizations migrate to Epic Systems through its tailored approach, deep industry knowledge, and cutting-edge technology. We help organizations build expert teams, help with anticipation, risk mitigation, and deciding on strategic budgets. We thoroughly assess existing systems and workflows to understand the challenges faced and accordingly suggest customized migration strategies. It helps meet unique organizational requirements. Our expert developers ensure seamless data mapping, transformation, and validation, ensuring adherence to relevant industry standards. Further, ongoing support and updates are also provided.

Yes, OSP can provide Epic data migration services to assist healthcare organizations in migrating their patient data, clinical information, and administrative data to Epic Systems securely and efficiently. We comprehensively assess our client’s current workflow, challenges, and migration needs. Then, we communicate our thorough migration plan and data mapping process to migrate data from the legacy system to the Epic platform. Later, we run extensive tests, provide staff training, and implement a phased go-live strategy if required.

OSP ensures data integrity, accuracy, and security through various measures. We define role-based access controls, implement robust encryption techniques to protect data in transit and at rest, and conduct thorough data mapping and transformation processes to address compatibility issues. Additionally, we develop comprehensive data migration plans with backup and rollback procedures to handle data loss and conduct vulnerability assessments, penetration testing, and data verification mechanisms to detect and prevent corruption. Further, we employ strict access controls that limit data exposure to authorized personnel only, ensuring no unauthorized access. Also, we follow industry regulations like HIPAA and work with Epic’s security rules and standards that help mitigate risks.

Workflow integration, data integrity, and staff training when migrating to Epic Systems. When migrating to Epic Systems, data compatibility, integration, and data loss are a few challenges. OSP addresses these challenges by offering comprehensive assessment and planning, ensuring customized workflows and seamless data transfer. We employ robust data validation techniques to maintain integrity, integrate Epic’s modules with existing systems, and offer custom-built solutions for efficient transition. Further, we also provide training programs to ensure staff competency, easing the adoption of new processes.

Yes, OSP can customize its Epic Migration solutions to meet the specific needs and requirements of healthcare organizations, such as specialized data migration needs, unique workflows, or regulatory compliance requirements. We specialize in providing tailored Epic Migration solutions. To achieve the desired goals, we thoroughly assess the organization’s current workflow, check for the data migration needs, discuss their organizational-level challenges, and accordingly provide the right solutions. Our comprehensive planning ensures compliance with specific regulatory requirements. With proper collaboration and consultation, we address specific challenges and provide ongoing support to optimize the Epic migration process.

OSP offers proactive support and guidance to healthcare organizations to help them in post-migration optimization. We conduct regular assessments to identify areas for improvement and offer customized solutions to optimize Epic system usage. Our ongoing support includes regular system updates, troubleshooting, and performance monitoring to ensure smooth operation. Additionally, we offer comprehensive training programs to enhance end users’ proficiency and maximize system utilization. Our personalized solutions empower healthcare organizations to leverage the full potential of Epic Systems. Ultimately, this improves patients’ care and maximizes the benefits of data migration.

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