EMR System Migration: Transforming Affinity Hospice’s Data

Migrating EMR Systems for Affinity Hospice

We recently worked with Affinity Hospice CEO Rick Cantrell to help transition between electronic medical record (EMR) systems. During this project we successfully migrated their data from WellSky and Tebra to PrognoCIS. This project highlighted our expertise in data transformation, migration, and system integration.

 

Affinity Hospice Logo

 

Understanding the Need for Change

Affinity Hospice wanted to scale up from their existing EMR system. The Affinity team had concerns with data validation and flexibility. This made it difficult for Affinity to effectively manage their data. Recognizing these problems, Affinity contemplated handling the migration internally but decided to partner with us after a positive experience with our team.

The Migration Process

The first step in our data migration process was to extract all relevant and historical data from WellSky and Tebra. This included patient demographics, insurance information, primary providers, and encounter histories. These datasets were retrieved as CSV files, and included over 1000 columns of information. To manage, store, and process the files, we used a comprehensive database, Amazon Relational Database Service (RDS).

Amazon RDS logo

Following this extraction, our next step was to transform the data. 

Problem: The data from WellSky and Tebra was not structured in a way that could be directly imported into PrognoCIS. 

Solution: To combat this we used SQL scripts to:

  • Parse and separate patient full names to first, last, and middle initial.
  • Normalize date formats from YYYY/MM/DD to DD/MM/YYYY.
  • Convert text from all caps to camel case.
  • Identify and join related data points for a cohesive dataset.

Problem: PrognoCIS required the data to be imported using specific templates. Our focus was on three different templates: patient demographics, insurance master, and patient-to-insurance mappings. 

Solution: Our team used custom SQL scripts to match the data from WellSky and Tebra, ensuring all fields were correctly aligned. 

Our one-time data extraction and load process involved:

  • Building tables that mimicked the structure of WellSky and Tebra data files.
  • Transforming the CSV data into a template format.
  • Creating data loads for the client to load their structured data into PrognoCIS.

Problem: One significant challenge we faced was dealing with duplicate records and the lack of unique IDs. 

Solution: Our team worked around this problem by building a master insurance table. This table was capable of extracting unique insurance entries and generating unique IDs. This step was a necessity for normalizing the data and upholding data integrity. 

PrognoCIS logo

Successful Migration

Our team achieved a 100% success rate in Affinity’s data migration. Due to our previous work with Affinity Hospice, we were able to complete this migration in approximately 3-4 weeks—a testament to our efficient workflow and expertise.

 

Post-migration, Affinity Hospice can now leverage PrognoCIS’s capabilities. Making these improvements to data governance is expected to enhance their efficiency, reduce errors, and improve patient care. For more information about our data governance and integration expertise, please contact us.

Interested in learning about how we can help you define your integration strategy? Contact us!