• Aug 19

    Versio Staff

    Do I Really Need a Dedicated Project Manager for Data Migration?

    by  Versio Staff

    As healthcare organizations invest billions of dollars implementing an EHR (or switching to a different one), there are many considerations – including the decision of who will be responsible for each stage of the project. Between contracting with the EHR vendor and go-live, a number of teams will form to complete the various stages. Migrating the clinical data from the myriad source systems into the new EHR is one part of implementation process and is far more complex than most stakeholders realize.

    A technical project manager straddles the line between technical savvy and organizational skill. This blend of traits gives them considerable and unexpected strengths which can be leveraged to accelerate project completion and improve project quality. An experienced project manager can be the “secret ingredient” in the successful outcome of a data migration project.

    Over the course of several large projects we have identified many of the tasks for which the project manager is responsible. Many tasks are ongoing, but the very beginning of the project from EHR install to go-live are where the most critical tasks lie. Most project managers are independent contractors hired by the organization specifically for the EHR implementation and they generally devote 50-60 hours per week during the initial phase.

    Although each project is unique, here is a generic overview:

    • Identify stakeholders and project resource requirements
    • Assist in developing clinic workflows and obtain approvals
    • Review and approve vendor workflows
    • Manage onboarding and provisioning of system access for vendor resources
    • Work with technical resources to set-up technology for secure file transfer
    • Review and understand compliance requirements
    • Work with vendor and stakeholders (IT and clinical operations) to develop project plan, business rules, and requirements
    • Obtain approval on project plan, business rules, technical specifications, and requirements
    • Acquire project resources
    • Manage and control project scope
    • Serve as central point of contact for project and vendor
    • Proactively communicate with vendor, program team, IT and clinical operational stakeholders
    • Track deliverables and milestones, and regularly report progress
    • Identify, track, and report risks and issues. Work to mitigate and resolve
    • Direct and manage daily work
    • Identify process improvements
    • Manage change control process
    • Identify metrics and work with vendor to develop reporting requirements
    • Track and triage daily production questions and ensure they are resolved timely
    • Assist in developing QA workflow

    As you can see by this list, managing a project of this magnitude is not a simple task. Nor can it be undertaken by an in-house staff member with other important responsibilities. You hire experts for the majority of the functions related to getting your EHR online – make sure you are engaging experts for your data migration.

    If you need suggestions for organizations that can provide a high-quality and experienced project manager, please contact us for some recommendations.

    Once you’ve chosen the right project manager, consider a conversation and a demonstration of Versio’s unique data migration process. Our in-house Project Management team will work with yours to create a plan for success. This will be time well spent and ultimately a tremendous benefit to your staff, your physicians, and the patients you serve. Contact us: sales@myversio.com or 253-277-0505.

    Download the PDF here

    For additional information regarding our service lines, visit www.myVersio.com

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