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Hospitals and providers are many times lead to the false belief that they will not need the old system once they move to the new one.Even after the move to a new EHR, many continue to pay annual support fees to the legacy EHR system – just to retain access to historic information.Triyam specializes in extracting all data from old EHR system, migrating current data into new EHR, and moving historic records to an archive.Unfortunately the bad news does not stop with just the cost of setting up the new system.The legacy EHR vendor whose system you just replaced, wants you to pay up for releasing the historical data stored in their application.Triyam can help you extract all your historical data from the legacy EHR, even without any assistance from the legacy EHR vendor.By archiving legacy data into Triyam’s medical records archival system Fovea, facilities can shut down the legacy EHR and save thousands of dollars.Contact us to learn about the ownership of patient data, compliance requirements and the hidden costs in EMR Conversion.State MandatesWhen writing the Medical records retention policy for a hospital, the management team should consider state mandated requirements.
20% of hospitals changed their EHR in the last 12 months.When a healthcare facility changes EHR, there are many dimensions to the project, data conversion is one of them.Data conversion strategies start with defining the data retention policy, understanding data migration scope and extracting historical medical and financial records from legacy EHR and moving it to new EHR or archiving them.Contact us today to share important tips on Data management strategies for EHR system replacement.
When writing the Medical records retention policy in a hospital, the management team should consider state mandated requirements.Many states require a minimum of five years of data retention; this varies from state to state.For minors the policy may mandate more years of data retention.As long as all historical data is in one system, there is no problem.But now a days many hospitals change their EMR / EHR vendors.When that happens, the CIO should remember to move at least five years of historical records to the new EMR.
In fact, according to reports issued by KLAS, 40% of physician offices and 50% of large hospitals have changed or are in the process of changing EHR vendors.These changes are often necessary to meet the needs of patients and physicians, but they also come with their own set of challenges.Healthcare organizations create terabytes of patient data every year in the form of clinical records, lab results, imaging and financial records.State laws and the federal Health Information Portability and Accountability Act (HIPAA) require providers to store all of this information for years and sometimes even decades.An AfterthoughtAs a result, data archiving should be a key component of any healthcare organization’s overall IT plan, but this isn’t always the case.As it turns out, we’re not the only ones noticing this trend.Nathan Evans, the research manager for KLAS research.Nathan is responsible for the overseeing of research and reporting for legacy data archiving at KLAS.We had the pleasure of hosting him on our most recent webinar where he confirmed that this is a common issue.Listen to Nathan speak about KLAS’s research findings on EHR data archival here.He informed us that the neglect of attention to legacy data is a topic KLAS hopes to provide feedback on when they publish their 2019 KLAS Data Archiving Report.
Triyam’s CEO was recently given the opportunity to participate in an expert round-up of the new EMR by Epic.This content was specifically geared towards this particular system, but his peers offered up a plethora of valuable insight that could easily be applied to rolling out any new EMR system.We’re excited to share this insight with you here today in hopes of making your next transition as smooth as possible.The Planning Phase is KeyThe ever-wise Epic EMR Security Coordinator, Amit Haror says she learned just how important the planning process is while implementing Epic at Mackenzie Health, which makes perfect sense.You wouldn’t run a marathon without proper shoes and hydration.The same mentality should be applied when making any sort of IT system change.Transfer Relevant Data & Archive the RestRegardless of how much we’ve talked about it, there’s still a large number of hospitals and providers who assume their patient data will automatically be transferred to their new EHR.However, this isn’t the case in the majority of instances.By the time they realize this, all budget is burnt out for implementation.This requires them to continue paying annual support fees to the legacy EHR in order to retain access to historic information.Take our word for it, running two systems isn’t fun for anyone involved.Archival of the historic medical and financial information in the old system is always the right solution in these situations.Include the Right PeopleHibah Khan, an Epic Certified Application Specialist at St. Joseph Healthcare in Ontario, pointed out that one of the biggest oversights when implementing a new system is involving all of the necessary stakeholders.The behind-the-scene staff like your finance and coding teams, need to be kept in the loop from day one.
Before you get too deep in into the new – you need to consider the status of your legacy EHRs and how to safeguard both employee and patient data.It’s critical that you recognize your legacy EHR for the holy grail of personal data that it holds.Here are a few reasons you need an archiving system for your legacy data.Data Visibility in One PlaceYou might think that leaving data just where it sits, in multiple systems, is the easiest solution to legacy data.Consult with an industry expert to find a system that works for you and meets all of your needs.Cost SavingsIt’s common for some facilities to have more than 20 legacy systems.You might be surprised to learn that most facilities see their return on investment in as quickly as 2 years.Ease of Data ManagementHaving data silos can create unnecessary challenges when you need to sort and find information.Setting up and transitioning your legacy data to one system is the perfect time to clean and purge unneeded files, which may save you both money and headaches in the future.Quick Data DiscoveryYou need to know where legacy documents such as text docs, spreadsheets, and other files are being housed.Having to search through five old systems to find necessary documents is both time-consuming and inefficient.Minimize the Risk of BreachMultiple systems increase the risk of security breaches, especially if they are old systems running on old unsupported operating systems and hardware.
They’re consistently encouraged to increase patient engagement, keep up with the never ending changes to insurance policies, as well as comply with value-based care.All while treating patients to the best of their ability.These demands have caused organizations to rely heavily on their IT systems and more and more of them are realizing that the systems they’re currently using just aren’t cutting it.This is why we recommend performing a collectability analysis.This report will help you decide what resources you should devote to the collection effort.Once the analysis is complete you’ll want to choose a cut off age.Consider OutsourcingBecause your resources are limited, it’s important to evaluate the pros and cons of outsourcing a portion of the receivables to a third party.The beauty of an outsource firm is they typically charge a percentage of what they collect regardless of the resources required on their end.This helps to avoid using up your own internal resources as well.You can also choose to start out managing all collections internally, then pass the baton to an outsourced vendor once it becomes too much for you to handle.4.
Practice Fusion, the largest cloud-based electronic health records (EHR) platform in the U.S., hit the scenes in 2005 with one big advantage; it was free.As you can imagine, this widely contributed to its success, as free is a stark contrast to the generally very expensive price tags that come along with the programs offered by large health IT companies.As you can imagine, they didn’t pay this hefty sum for a product that wouldn’t bring them a considerate return on their investment.This is where their new subscription fee comes in.Practice Fusion EHR services are now offered at a $100/month subscription fee for each physician that uses it.This means that even a small independent clinic with 3-5 providers will spend $300-$500/month for their EHR services.Sticker ShockIf you’re suffering from sticker shock you’re not alone.And although they’ve announced that their free users will be switched to a read only version of the software and it will always be free, the odds are high that this won’t be the case.Especially since their former CEO was once quoted as saying “Practice Fusion will always be free.”   There’s a Better WayIf you are using Practice Fusion and want to leave, we can help you archive all your data out of Practice Fusion and into our vendor neutral archive, Fovea.
This is why we at Triyam want you to understand what data conversion is, as well as the process itself!Let’s start with why you need it.When a healthcare facility changes their EMR/EHR, all historical data needs to be moved or archived from the old system.Many states require that a healthcare facility maintain a minimum of five years of patient data.This includes clinical and financial history.That’s where we come in.Triyam facilitates the process of data extraction from the old EMR/EHR and helps convert this data into the new EHR or archive it in a vendor neutral EHR data archive.These three steps set you up for success with your new system, as well as prep you for the archiving process.ScopeScoping is the process of defining the system that needs to be archived.For example, Fovea archival system may be the destination of the extracted data.A typical sample consists of around 10 patients’ medical and financial data.
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