EHR Migration Success: Medication / Pharmacy Data Migration Success – 460,000 patient records

A growing health system was implementing an EHR migration across its organization. It is a vital provider of care in a 4-county area for suburban and rural populations. As leading priorities, the project was to be completed on time, within budget and effectively migrate a substantial quantity of data from the legacy platform to the new EHR system; minimizing information gaps to be a truly robust user resource.

As part of the initiative, comprehensive Medication / Pharmacy data was a key element to be featured in the EHR migration. Patient safety was a prime consideration as having medical, administrative or outsourced staff manually enter the data could lead to potentially deadly errors. Employee data burden was an issue and the use of internal or external personnel for extensive manual data entry exercises was cost prohibitive as over 460,000 patient records were involved.

An innovative health system fortifying multiple aspects / benefits of EHR migration…

Their operating structure consisted of multiple facilities and patient care services:

  • 325 bed hospital facility with trauma center
  • Large scale advanced medical care / services multiplex
  • Behavioral health center, rehabilitation center, 8 immediate care centers
  • Numerous oncology, women’s health, employer health, audiology, ENT, endocrinology, primary and pediatric care clinics / practices located across 4 counties

Making the most of the new EHR as an immediate and ongoing resource…

In addition to maximizing patient safety and optimum care levels, the health system places great demand on data resources to empower medical / administrative staff within the hospital and all of their facilities. By migrating Medication / Pharmacy data with automation it would enable faster decision making, easier medical procedure planning and more efficient patient care workflows while reducing staff data fatigue in re-entering or correcting it. Their goals were:

  • Reinforce patient safety, fortify the new EHR system with ample patient details including Medication / Pharmacy data; minimize data gaps, toggling between data sources, redundant data entry exercises
  • Complete data migration / integration efficiently within budget; exceed ROI and user expectations
  • Continually improve present and future data user experience and organizational productivity
  • Reduce costs, complexity and staff data burden

RPA enabled Medication / Pharmacy EHR data migration goals to be achieved

The health system and Boston Software Systems collaborated on developing a series of robotic process automation / RPA-driven solutions. Through using Boston WorkStation (BWS) RPA technology and Boston Software Systems’ data management console (Active Data Quality / ADQ) they were confident in their ability to achieve their Medication / Pharmacy EHR data objectives. RPA is an essential technology in the migration of EHR data.

Medication / Pharmacy data migration RPA exercise…

The plan was developed to facilitate an accurate, fast and comprehensive transfer of Medication / Pharmacy data from the legacy platform to the new EHR system which included design of input files and step-by-step automation processes. Using automation, each patient record was accounted for and Medication / Pharmacy data was precisely managed for each.

A minimum of 20 steps was required for each patient profile to be completed; in most cases several steps were multiplied many times over based on quantity / variety of medications for each patient. If the migration of the data was done manually, over 9.2 million keystrokes would have been necessary to transfer the data and based on human error data quality would be reduced.

Summary:

  • Patient data accessed and confirmed through medical record number (MRN) and date of birth (DOB)
  • Medications identified / detailed via FDB and / or NDC
  • Drug name, indication, dose, quantity, unit, form, route, frequency, start date / end date, provider, order comments, additional instructions were accounted for, collected, transferred into new patient record
  • Duplicate medications were identified, partitioned and submitted to a report for review
  • All data with errors / exceptions were partitioned and submitted to a report for remediation, corrected errors were rerun via automation for transfer / placement; no manual data entry required
  • A running output log was generated of all records processed for progress monitoring
  • All data was run twice; once to manage data up to that date; second run to “catch up” all later data
  • Automations were run on multiple computers to accelerate completion of project
  • The Boston Software Systems data management console (Active Data Quality / ADQ) validated extractions and normalized data before go-live and provided ongoing reports
  • Automation enabled the health system staff to focus more on a quality implementation as they were not distracted by the data migration processes

Results…

The customer exceeded their expectations in achieving Medication / Pharmacy data EHR migration goals:

  • Over 460,000 patient records comprised of Medication / Pharmacy data was precisely migrated in less than 10 days and in place on day 1 of go-live
  • Patient safety was reinforced with complete, accurate data that reduces risk while improving medical and administrative respective workflows and access to data
  • Over 90% of the Medication / Pharmacy data migration exercise was completed by automation; saving thousands of dollars and hours in manual data entry and other expenses
  • The health system is more competitive; operating with a higher degree of clinical, financial, technical and operational efficiency from a thorough EHR migration
  • Their new EHR system is wholly-fortified with Medication / Pharmacy data; empowering staff to quickly make fully informed patient care decisions sooner without data fatigue:
    • Medical procedures, tests, prescribing, patient evaluations, etc. are efficiently conducted
    • Staff no longer burdened with verifying, re-entering Medication / Pharmacy data
    • New data is cleaner; duplicate information and other errors eliminated
    • Patient care workflows are streamlined with actionable, quality data
  • Increased medical / administrative user satisfaction boosts patient care quality, staff productivity and organizational cost effectiveness
  • By using automation, the health system saved thousands of hours and dollars in staff and / or outsourced personnel time and expense to manually enter and avoided reduced data accuracy
  • The health system can re-apply the automations moving forward as it merges or acquires other healthcare provider organizations and Medication / Pharmacy data needs to be migrated

Moving forward…

The Boston Software Systems’ automations / RPA solutions and services enabled the health system to complete a pivotal EHR migration initiative without compromising immediate or long term patient safety, data quality or user effectiveness. By migrating greater amounts of data accurately and within budget, they operate at a greater level of competitiveness and efficiency by increasing data performance and user satisfaction. The customer continues to grow and apply RPA as a technical ally to cost effectively improve existing and new data processes throughout their organization.

“50,000 Patient Appointments: EHR Migration / RPA Success”