The Basics

Chart migration is the process of moving data from your existing paper records to your electronic health record (EHR). Chart migration before your EHR go-live date is a critical EHR implementation step, as it ensures that patient data will be available in the EHR when you go-live. It is equally important to plan how you will migrate paper information to your EHR after your go-live date. Considering the following factors will help you effectively and efficiently manage incoming paper documents.

Key Factors to Consider

• How many outside documents come into the practice/hospital/health center per week?
• What types of documents come into the practice/hospital/health center?
  • Where do the documents come from?
  • Which documents come into the practice/hospital/health center by mail?
  • Which documents come into the practice/hospital/health center by fax?
  • Which documents come into the practice/hospital/health center by e-mail?
  • Which documents come into the practice/hospital/health center hand carried by patients?
  • Which documents will be interfaced with the EHR?
• Who is responsible for receiving documents that come into the practice/hospital/health center?
• Who is responsible for scanning and entering documents into the EHR?
• What is the timeline for documents to be scanned or entered into the EHR?

Your Local Regional Extension Center Can Help

Your local Regional Extension Center (REC) can help you plan for and manage the chart migration process. RECs are located in every region of the country to help health care providers select, implement, and become adept and meaningful users of EHRs. Contact your local REC to find out if you are eligible for free or reduced-price local support.