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From Legacy Systems to Leading Edge: Your Transition Guide

Transitioning from outdated legacy electronic health record (EHR) systems to modern, integrated solutions, with minimal disruption can be a daunting task.  If you've ever wondered how to transition from maintaining those old EHR systems, or even your a paper health record system, here is a step-by-step guide to get you started.  

Step-by-Step Guide to Migrate and Archive


  • Assess Your Current State

    Before you get started it's crucial to have a comprehensive understanding of your current infrastructure, workflows, and pain points. Conduct a thorough assessment of your legacy systems, identifying what type of data is in the legacy system, how much data and how can data be extracted from the legacy system.  Understand the areas of inefficiency with maintaining the old systems, annual support and maintenance cost and lastly ability to continue to maintain, host or access in the next several years. 

  • Define Your Objectives

    Clearly define your goals and objectives for the transition. Whether it's improving interoperability, enhancing data security, or streamlining clinical workflows, having a clear vision will guide your decision-making process and ensure alignment across stakeholders. Include how frequently you need to access legacy data, how many years of information you need to access versus store. Lastly identify what kinds of health data will you need?  Revenue cycle, clinical records, audits, reports.  Understanding your needs will help shape the best solution.

  • Engage Your Stakeholders

    Effective stakeholder engagement is essential for the success of any technology transition. Involve key stakeholders, including clinicians, IT staff, administrators, and vendors, from the outset to gain buy-in, gather insights, and foster collaboration throughout the process.

  • Develop a Comprehensive Plan

    Craft a detailed transition plan outlining timelines, milestones, resource allocation, and risk mitigation strategies. Break down the transition into manageable phases, prioritizing critical systems and workflows to minimize disruption to patient care.

  • Leverage Interoperable Solutions

    Embrace interoperable solutions that seamlessly integrate with existing systems for single sign-on within your new health record vendor and support real-time access to historical records. Look for transformation partners, like Hart, with proven expertise in healthcare data transformation and interoperability standards such as HL7 and FHIR to ensure a fast, accurate and cost effective archival.

  • Train and Support your team

    Invest in comprehensive training programs to ensure that your staff is proficient in using the new systems and workflows. Provide ongoing support and resources to address any challenges or questions that may arise during the transition and beyond.

  • Monitor and Evaluate Performance

    Continuously monitor the performance of your new systems and workflows, collecting data on key metrics such as productivity, efficiency, and patient outcomes. Use this data to identify areas for improvement and optimize your processes over time.

Getting educated and beginning with the end in mind is the first step to success for migrating off your legacy electronic health records.  According to a report by KLAS Research, healthcare organizations that follow structured transition plans experience a 30% reduction in implementation time and costs.  Connect with Hart today to start your migration planning.