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