Archive for Data Migration

Making eClinicalWorks Third-Party Data Transfer Possible

You have data in eClinicalWorks. You may be using a third-party service supporting your practice, or there is a third-party software or service with which you would like to work.  These third-party services and systems could do a much more efficient job for you if they could communicate with your system and exchange data. If only there was a way to make that happen …. Oh, wait! There is!

At Ero Health, we believe that your eClinicalWorks data is there to work for you, helping you enhance patient care and build efficiencies into your practice. We know how to navigate the world of eClinicalWorks functionality, whether it’s available within the system or accessible through a custom process we create outside the system. We’ve done scores of projects over the years providing a specific function or service.  A recent example illustrates what’s possible with data transfer and integration.

Leveraging Third-Party Data Transfer to Facilitate the Collections Process

Many practices contract with collection agencies to help with their A/R aging, outstanding receivables and collecting payments. In these scenarios, patient billing and payment histories must be shared with a third party. In turn, the results of the collection efforts and payments made are shared back to the practice for recording into the patient record in eClinicalWorks. It is potentially a manual and tedious process, full of opportunities for human error.

The good news is that this process can be automated and Ero Health can make it happen. We recently developed the following solution for a client to automate the transfer of data between eClinicalWorks and their collections agency:

  • Patient financial data is extracted from eClinicalWorks for those patients who have outstanding balances with the practice.
  • Data is uploaded to the third-party collection agency, mapped to the appropriate fields in their system.
  • Patient financial information and payment information are then transferred back to the practice, with payments posted within eClinicalWorks.
  • A secure environment is used for the transfer, helping to ensure the security of the data moving back and forth between systems.

In this particular case, Ero Health created the specifications for the project, developed the process by which the data would be transferred, fully tested the data transfer, and executed the go-live once all data was correctly verified.

Other Opportunities for eClinicalWorks Data Transfer

Chances are, your practice must share and report data for a number of reasons, either for patient care or for operational or management needs. This could include:

  • Patient Communications System … eClinicalWorks data can be transferred to third party CRM software such as SalesForce to facilitate communication and trigger health reminders or other important information to your patients.
  • Third-Party Billing Companies … If you use an outsourced billing service, the smooth and efficient transfer of claims and patient billing is key to ensuring steady cash flow to your practice. Ero Health can facilitate the ongoing transfer and receipt of data between systems to support these efforts.
  • Patient Kiosks … There are many options for patient kiosks to allow quick and easy check-in to your office. Demographics and clinical information can be gathered in the waiting room freeing up your staff’s time entering that documentation.  Ero Health has facilitated several solutions allowing the correct data to be transferred to the correct location to and from eClinicalWorks to support these types of solutions.
  • Hospital Rounding … When providing patient care in a location remote to your office, it is important to have the patient information you need and be able to record the correct financial information back into your system for billing. Ero Health has worked with several third-party remote information and data collection vendors to facilitate the transfer of information to allow for remote data access and documentation.

These are just a few of the examples of the type of third-party solutions for which Ero Health could provide automated data transfer. You may have other needs in your practice based on your processes.

Regardless of your needs, and how simple or complex they may be, the Ero Health team has the knowledge and experience with eClinicalWorks to make automated data transfer possible. If you have an idea, or perhaps even a challenge you’re trying to overcome and just don’t know where to start, reach out to us. We can help you develop a solution that will create efficiencies in your practice and add to your bottom line.

Preparing for Discreet Data Extraction

All great initiatives start with a plan, a great deal of soul searching about exactly what it is you are trying to accomplish, and what you have at your disposal to work with. The process of discreet data extraction from your electronic health records system is no different. Having a plan and knowing what you have – and where you’re going – are critical. We at Ero Health have compiled a list of tips and things to consider as you prepare for your data extraction project:

  1. Do you have current processes in place for capturing your data?

Before we begin any extraction of data, it’s important that we know what processes you currently follow, and if your providers have guidelines for how data is entered. This will help us determine how clean and useful your data is, and what considerations we’ll need to account for as we plan for the extraction. For example, if there is no process in place to guide a provider to type in “ten” versus “10” into a data field, that inconsistent data will mean nothing to the system (the new one or the existing one), and will make mapping the data between systems more challenging.

  1. How will you be using your data once extracted?

There are many reasons for extracting discreet data. You may be importing it into a new EHR, or archiving it. Regardless, your data extraction and the output we provide will be tailored for your specific needs. We’ll either prepare it for useful import into your new system, or provide easily searchable PDF documentation that can be used for archival purposes.

  1. What third-party systems will you need to integrate with?

This is important to know as we prepare your data to be useful in a new EMR environment. For example, if you are routinely interfacing with lab devices, we know that those devices like to receive data in more numeric format versus text.

  1. Will you be consolidating multiple systems?

Preparing to consolidate multiple systems requires a bit more thought and preparation, especially when identifying which fields will be migrated and the names of those fields. For example, “Are you a smoker” is a common piece of information to capture in your EMR. However, the field may be named something different across multiple systems. We’ll help you identify these fields and develop a plan to match them up.

  1. How do you want to view your data in the new system?

If you are moving to a new system, you have a choice of how you will see your data in the new system.  However, the detail to which you would like to view the data will affect the cost of the data extraction and import.  You can decide to simply have a summary document created that can be referred to when a new patient is documented in the new system.  Alternatively, you can decide to have individual discrete data points transferred over to the system.  We can assist you in discussion the costs and benefits of each option.

No matter your reasons for extracting discreet data, making sure the data is clean and consistent is the best way to prepare. If you need a discreet data extraction, contact Ero Health today! We have extensive experience, and can create custom solutions to fit your needs.

Mi7 Solutions Featured in the St. Louis Business Journal’s Tech Flash

St Louis Tech Startup, EMR Interfaces, IntegrationThe St. Louis Business Journal’s Brian Feldt recently interviewed Mi7 Solutions’ founder Brad Cassity about his recent departure from Curas and the launch of Mi7. The article discussed the increased need for lab device
integration, data extraction and migration, and system interfaces for Electronic Health Records systems being used in hospital and medical practice environments. Cassity stated in the article:

“We’ve seen a big need from clients at Curas who were looking at other softwares or mobile solutions and wanting to use another system … [practices are also] looking to move systems and finding other EMR systems that can’t do what they originally thought….Their needs are growing more sophisticated, so they are going to other applications.”

The article can be read in its entirety on the St. Louis Business Journal website.