Transferring an SPD is similar to moving to a new home. A new location is carefully chosen to meet all needs, and yet it is an exciting prospect to move there. Thus, the move itself can be seen as an arduous task that is often looked forward to. It is an unavoidable task that involves a lot. Nevertheless, it is an essential step in arriving at the desired new situation.
When you switch to a new EHR, data must also be "moved" from the old to the new system. There are several methods for making this transition.
In this article, we provide an overview of the different methods for moving from the old system to the new system, including the advantages and disadvantages of each method. Using this information, each organization can choose the most appropriate approach for their particular situation.
Parallel use
One option is to use two different systems simultaneously. You continue to work with the old system until all existing records are completed, while new clients are entered into HCI GGZ.
However, this method is not recommended. The following are some major drawbacks:
- Doubling costs: It can take a long time to close all old files.
- Employees must work simultaneously with two systems.
- Planning and agendas are spread across two systems.
- It is often not possible to make claims from both systems at the same time.
- You retain a long-term retention obligation, set at 20 years since 2020.
These reasons make this approach less appropriate.
Manual Transfer
An alternative method is to manually transfer active files to HCI GGZ. This process can be organized by weekly entering HCI GGZ for the clients who have appointments in the coming week. This involves transferring the data of each file from the old to the new system during this transition. After several weeks or months, only the inactive files remain in the old system. These are exported and stored, after which the old system can be closed.
This approach has the advantage that you retain full control over the migration process, with relatively low costs and no dependence on external vendors. Moreover, it provides a good opportunity to gradually become familiar with HCI GGZ. However, a major disadvantage is that it requires a lot of time from the organization. Archiving the old files also requires attention; these can be transferred to the new system step by step. The lead time required for the complete transfer can be calculated based on the number of files. This method is less suitable for larger organizations because of the intensive effort and time it requires.
Automated conversion
Automated conversion involves exporting all data from the old system and then importing HCI GGZ. Although this process seems simple, the reality is more complex. Because there is no uniform export format for EHRs, each system has its own method of data storage and documentation. HCI GGZ must understand exactly what format the data is delivered in and the meaning of this data.
A specific program must be developed for reading the data into HCI GGZ. The methods of data delivery vary considerably. Although these technical details are mainly a concern for the vendors, a standardized process follows data delivery.
The conversion scripts used with the various vendors are generally programmed to run multiple times, with continuous improvements until the end result is satisfactory. By now we have extensive experience in importing data from the largest and best-known EPD vendors within the Netherlands.
Multiple Data Submissions
A successful automated conversion requires at least two data deliveries. The first delivery is to develop and test the conversion program. This program converts the data from the old system to a format usable by HCI GGZ.
The second delivery will take place at the time HCI GGZ is actually put into use. If there is considerable time between these two deliveries, it may be necessary to organize an additional delivery just before the final transition. This serves to verify that there are no changes in the method of delivery that could impact the conversion process. HCI GGZ offers full support in this process, we will take you as a new customer step by step.
After the initial submission, a conversion script is developed, sometimes based on scripts from previous similar projects. This script is then tested with the supplied data. When we have completed the tests and the results are satisfactory, they are presented to you. It is then up to you to test these results yourself, where we consider it essential to provide you with clear instructions. These instructions explain what is expected during your testing process, this way you can verify that everything is working properly and meeting your requirements.
Completeness of Conversion
It is not always certain that complete conversion of all data is feasible. While file data can generally be successfully transferred, this is not always true for financial data. Specific examples are GZ321 declarations and the associated return messages sent via VECOZO, or messages related to the Youth Act and WMO, which can be more complex to migrate. Complex certainly does not mean impossible, we are happy to think along with you.
For each data type, it must be examined separately whether the files are still available, how far back they go, and whether the data can be read and processed within HCI GGZ. It is also important to consider the usefulness of transferring this data and whether the effort required is justified.
A thorough evaluation is necessary to determine whether the benefits of transferring each type of data outweigh the time and resources required for the conversion process. This trade-off is important in determining the feasibility and scope of automated conversion.
What to Test.
To ensure that all data is transferred correctly from the old to the new system, you can use various testing methods. Here are some suggestions, similar to checking moving boxes when moving house:
- Numbers: Check the numbers of various elements, such as the number of files in a department, the number of clients per caregiver and the number of appointments.
- Details: Check in detail that all the information of a specific client in the old record matches the new record. For example, check that the time records of a ZPM or Youth Track have been transferred correctly. Also compare a week's appointments in the calendar to see if they all transferred correctly.
- Comparison: Keep in mind that HCI GGZ does not have the same ability to put both systems side by side and compare them as you can. Therefore, communicate any differences clearly and, where possible, indicate how they can be resolved.
- Feedback: Communicate the results of your tests back to us. Expect and accept that there will likely be differences between the systems, but make sure that these differences can be explained and resolved in order to achieve better conversion rates.
By running these tests and sharing the results, you can identify and correct any problems before HCI GGZ goes live. This ensures a smooth transition and minimizes the risk of data errors.
While exporting data from the old system, you can only access the old system. Since no more changes will be made, it is important to keep this period as short as possible. For example, the transition can take place outside regular working hours, such as in the evening or on weekends, to minimize disruption to working hours.
It is almost inevitable that during this transition period there will be times when the system is not available during working hours. It is therefore wise to be prepared for this. Make sure there are printouts of calendars and instruct employees on how to temporarily store information. For example, keeping reports temporarily in a word processing program so that they can later be entered back into HCI GGZ.
By making these preparations, you minimize the impact of the transition period on daily operations and ensure that as little work time as possible is lost.
Go / No go
Upon completion of the conversion, there is a time to decide whether the conversion has been successful and whether the system can be put into service. A "go/no go" decision must be made. For this, you agree on a procedure that may consist of some basic tests that you perform yourself. Only after a "go" is given will users be given access to the system.
Aftercare
What if there does turn out to be something wrong with the conversion after HCI GGZ is up and running? Of course this is not the intention, but it can occur. Depending on the severity and nature of the problem and how often it occurs, one can choose:
- a manual correction;
- waiver of correction;
- writing a program that automatically corrects the error.
If the testing process is done properly, it is possible to avoid having to redo the entire conversion. Such surprises can be avoided.
Partial conversion
An alternative to automated conversion is partial conversion. This involves reading only the client data, for example, while entering the remaining data manually. This can be a very cost-effective procedure. In addition, this can be extended to importing other data, such as report texts or appointments. Some systems provide a standard import procedure for this that can be used by the client itself. However, it is important to note that this approach requires a great deal of accuracy, knowledge of both the old and new systems and general computer skills, which can also take more time.
Testing is free training
Conversion testing can be viewed in part as training in, or at least an introduction to, HCI GGZ. If you want to take advantage of this benefit, you may want to consider this when assigning employees to testing. There can never be too much testing.
Conversion Plan
It is not possible to determine within the context of this article what the best approach to a conversion is, nor what the content of a standard conversion plan should be. However, we are happy to work with you to create a conversion plan that defines the approach, agreements and the roadmap with a timetable.
Cooperation from your old supplier is necessary
To ensure a smooth transition, the cooperation of your old supplier is essential. Ensure timely communication. While it may be difficult for your old supplier to lose a customer, their cooperation is ultimately required. You can appeal to their professional attitude. Remember that it is your data that you are entitled to. The supplier is obligated to provide it (and may charge a reasonable fee).
Take your time
The importance of self-testing cannot be overemphasized. You know your own organization and clients best. Compare the completeness of records in both the old and new systems by conducting random tests on different types of clients and caregivers. Also, ask the social workers themselves to check some files with the "Do you find everything?" task.
One point of contact
Many larger organizations use an outside facilitator to implement a new EHR. Often this is also engaged to assist with the conversion process. Be sure to clearly agree on who within your organization is the primary point of contact for us. This should be with one person who internally coordinates the use of in-house staff in the conversion process. This mainly involves timely testing and reporting the results to us.
Setting up is different from converting
During the conversion process, the new system is often set up simultaneously. This involves adapting HCI GGZ for use within your organization, particularly by setting up forms, templates for letters and standard texts. It is ideal if the set-up is completed before the system goes live so that you can introduce HCI GGZ to your users, including the necessary training sessions.
Conclusion
The approach to switching to a new system depends on the size of your organization and data. Good coordination with both your old supplier and HCI GGZ is essential. Although it may seem like a big job, it is also an exciting period during which you can look forward to the new possibilities. To stay in the metaphor of moving: once you are in your new home, you can especially enjoy it and the goal has been achieved. If you have any questions or would like to discuss your situation, please fill out the contact form on this website. We will contact you shortly. With HCI GGZ, we have already performed hundreds of diverse conversions, which has always resulted in satisfied customers and users of HCI GGZ.