Transferring an EPD is similar to moving to a new home. The choice of a new location is carefully made to meet all wishes, and yet it is an exciting prospect to live there. The move itself can be seen as a difficult task, which people often dread. It is an unavoidable task that involves a lot. Nevertheless, it is an essential step to arrive at the desired new situation.
When you switching to a new EHR, the data also needs to be 'moved' from the old to the new system. There are various methods to realize this transition.
In this article, we will provide an overview of the different methods for moving from the old to the new system, including the pros and cons of each method. With this information, each organization can choose the most suitable approach for their specific situation.
Parallel use
One option is to use two different systems simultaneously. You continue working with the old system until all existing files are finalized, while new clients are entered into HCI.
However, this method is not recommended. Here are some major disadvantages:
- Doubling of costs: It can take a long time to close all the old files.
- Employees have to work with two systems simultaneously.
- The planning and agendas are spread over two systems.
- It is often not possible to submit declarations from both systems at the same time.
- You retain a long-term retention obligation, which has been set at twenty years since 2020.
These reasons make this approach less suitable.
Manual Transfer
An alternative method is to manually transfer active files to HCI. This process can be organized by entering clients with appointments in the coming week into HCI every week. During this transition, the data from each file is transferred from the old system to the new. After a few weeks or months, only the inactive files remain in the old system. These are exported and saved, after which the old system can be closed.
This approach has the advantage of allowing you to maintain full control over the migration process, with relatively low costs and without dependence on external vendors. Moreover, it offers a good opportunity to gradually become familiar with HCI. A significant disadvantage, however, is its time-consuming nature. Archiving the old files also requires attention; these can be transferred to the new system in stages. The required lead time for the complete transfer can be calculated based on the number of files. This method is less suitable for larger organizations due to the intensive effort and time required.
Automated conversion
Automated conversion involves exporting all data from the old system and then importing it into HCI. While this process may seem straightforward, the reality is more complex. Because there's no uniform export format for EHRs, each system has its own method for data storage and documentation. HCI must understand precisely the format in which the data is delivered and its meaning.
A specific program must be developed to import the data into HCI. Data delivery methods vary considerably. While these technical details are primarily a concern for suppliers, a standardized process follows the data delivery.
The conversion scripts used by the various suppliers are generally programmed to be executed multiple times, with continuous improvements until the end result is satisfactory. We now have a lot of experience in importing data from the largest and best-known EPD suppliers in the Netherlands.
Multiple Data Deliveries
At least two data deliveries are required for successful automated conversion. The first delivery is intended to develop and test the conversion program. This program converts the data from the old system to a format usable for HCI.
The second delivery will take place when HCI is actually put into use. If there is a significant gap between these two deliveries, it may be necessary to organize an additional delivery just before the final transition. This is to verify that there are no changes in the delivery method that could impact the conversion process. HCI offers full support throughout this process; we will guide you step by step as a new customer.
After the first delivery, 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, in which we find it essential that we provide you with clear instructions. These instructions explain what is expected during your test process, in this way you can verify that everything functions properly and meets your requirements.
Completeness of Conversion
It is not always certain whether a complete conversion of all data is feasible. Although file data can generally be successfully transferred, this does not always apply to financial data. Specific examples are GZ321 declarations and the associated return messages sent via VECOZO, or messages related to the Youth Act and WMO, these can be more complex to migrate. Complex does not mean impossible, however, we are happy to think along with you.
For each data type, it must be investigated separately whether the files are still available, how far back they go, and whether the data can be read and processed within HCI. It's also important to consider the benefit 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 the 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 during a move:
- Numbers: Check the numbers of various elements, such as the number of files in a department, the number of clients per care provider and the number of appointments.
- Details: Check in detail whether all information of a specific client in the old file matches the new file. For example, check whether the time registration of a ZPM or Youth trajectory has been transferred correctly. Also compare the appointments of a week in the agenda to see whether they have all been transferred correctly.
- Comparison: Keep in mind that HCI doesn't offer the same ability to compare and contrast the two systems as you do. Therefore, clearly communicate any differences 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 systems, but ensure that these differences can be explained and resolved, leading to better conversion.
By conducting these tests and sharing the results, you can identify and correct any issues before HCI is deployed. This ensures a smooth transition and minimizes the risk of data errors.
While data is being exported from the old system, you will only have access to the old system. Since no further changes will be made, it's important to keep this period as short as possible. The transition can take place outside of regular business hours, such as in the evenings or on weekends, to minimize disruption to work.
It's almost inevitable that during this transition period, there will be times when the system is unavailable during working hours. Therefore, it's wise to be prepared for this. Ensure that printouts of calendars are available and provide employees with instructions on how to temporarily store information. For example, by temporarily saving reports in a word processing program so they can be entered into HCI later.
By making these preparations, you will minimize the impact of the transition period on daily operations and ensure that as little working time as possible is lost.
Go / No go
After completion of the conversion, there is a moment when it must be decided whether the conversion has been successful and whether the system can be put into use. A “go/no go” decision must be made. For this, you draw up a procedure in consultation, which can consist of a few basic tests that you perform yourself. Only after a “go” has been given, will the users be given access to the system.
Aftercare
What if something goes wrong with the conversion after HCI has been implemented? This is certainly not the intention, but it can happen. Depending on the severity and nature of the problem, and how often it occurs, a solution can be chosen:
- a manual correction;
- to refrain from correction;
- writing a program that automatically corrects the error.
If the testing process is done properly, it can be avoided that the entire conversion has to be done again. Such surprises can be avoided.
Partial conversion
An alternative to an automated conversion is a partial conversion. For example, only the client data is read in, while the other data is entered manually. This can be a very cost-effective method. Furthermore, this can be extended to import other data, such as report texts or appointments. Some systems offer a standard import procedure for this that can be used by the client themselves. However, it is important to note that this approach requires a lot of accuracy, knowledge of both the old and the new system and general computer skills, which can also take more time.
Testing is free training
Testing a conversion can be seen partly as training in, or at least an introduction to, HCI. If you want to capitalize on this advantage, consider this when assigning staff to testing. You can never have too much testing.
Conversion plan
It is not possible to determine within the context of this article what the best approach is for a conversion, nor what the content of a standard conversion plan should be. However, we are happy to help you draw up a conversion plan in which the approach, agreements and the step-by-step plan with a time schedule are recorded.
Cooperation from your old supplier is necessary
To ensure a smooth transition, the cooperation of your old supplier is essential. Ensure timely communication. Although it may be difficult for your old supplier to lose a customer, their cooperation is ultimately required. You can rely on their professional attitude. Remember that this is your data, which you have a right to. The supplier is obliged to provide it (and may charge a reasonable fee for this).
take your time
The importance of self-testing cannot be overemphasized. You know your own organization and clients best. Compare the completeness of files in both the old and new system by performing random checks on different types of clients and care providers. Ask the care providers themselves to check a few files with the assignment "Can you find everything?".
One point of contact
Many larger organisations use an external supervisor for the implementation of a new EHR. Often, this person is also called in to supervise the conversion process. Make sure that it is clearly agreed who within your organisation is the primary point of contact for us. This must be one person who internally coordinates the deployment of your own employees in the conversion process. This mainly concerns timely testing and passing on 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 for use within your organization, particularly by creating forms, letter templates, and standard texts. Ideally, the setup should be completed before the system is launched, allowing you to introduce HCI to your users, including the necessary training.
Ready to see how Snowflake works?
The approach to migrating to a new system depends on the size of your organization and data. Good coordination with both your old supplier and HCI is essential. While it may seem like a daunting task, it's also an exciting time to look forward to the new possibilities. To use the moving metaphor: once you're in your new home, you can enjoy it, and you've achieved your goal. If you have any questions or would like to discuss your situation, please fill out the contact form on this website. We'll get back to you shortly. We've already completed hundreds of different conversions with HCI, consistently resulting in satisfied customers and HCI users.