Versio Case Study: North Basin (Community Connect)
Timely, Accurate Migration Allows Community Connect Partner to Maintain Operational Efficiency
The Problem
- Busy clinic network on Allscripts EHR was joining large healthcare organization on Epic EHR as a Community Connect partner.
- Needed to migrate clinical data for approximately 10,000 active patients.
- Budgetary restrictions necessitated focusing migration on the most active patients.
- Providers see 40+ patients daily, so it was critical to maintain post-go-live productivity.
- Nearly perfect accuracy required.
- Highly inconsistent source data, making it extremely difficult to attain high accuracy rates with automated conversion
- Scope included 6 data sets (medications, problems, allergies, vital signs, immunizations, and observations).
- Very short lead time; migration started just 4 days prior to Go-Live.
Versio’s Solution
- Versio worked quickly to accommodate the aggressive project schedule.
- Consulted with clinical decision makers to determine what data was most important to migrate.
- Collaborated with client’s team and provided recommendations to create detailed rules to ensure consistency of migrated data.
- Utilized a customized setup of Versio’s robust migration platform to efficiently manage workflow.
- Worked in tandem with client’s internal teams to keep MPI reconciliation in sync.
- Manually reviewed every data point and made the appropriate selections in Epic, resolving all exceptions while simultaneously reconciling the legacy data against preexisting data in Epic.
- Used proprietary tools to prioritize charts according to daily appointments and other client criteria, such as pediatric patients. Walk-in and same-day appointments migrated stat.
- Employed rigorous quality control throughout the project.
- When target number of charts was completed, trained client staff to assume migration tasks using the same rules to ensure consistency.
The Results
- Every milestone, including Go-Live, on schedule.
- Over 99% accuracy against source data.Project completed within budget.
- Migration stayed ahead of appointments, even for walk-in and same-day appointments.
- Data for priority patients was ready for providers, enhancing post-Go-Live productivity.
- Providers were able to spend time focusing on patients rather than entering historical data into Epic.
- Very positive client feedback on Versio’s service and results.
“Versio was awesome, easy to work with. We were a bit nervous that some data wouldn’t be there, but Versio came through on their promises. They were always prepared and brought suggestions and plans that made our decision-making process easier.”
“At go-live, everyone was on “high alert,” and having the data prepopulated relieved some anxiety because it gave us a good starting point. It would have pushed our “hysterical meter” over the top to have to do this internally or go live without moving this data. If I had it to do over, I would surely use Versio again, and would certainly recommend them to other Community Connect clients.” Gabrielle Chain, Clinic Manager