Data Conversion for a Growing Health System

After our client installed Epic in 2013, they made several M&A moves. Two of those moves drove investments into data conversion and consolidation into our client’s Epic instance.

Health Data Movers (HDM) has been working with our client since 2020 as their go-to interoperability partner. Our team completed over seven large data conversions by staying true to our mission: unleashing the potential of healthcare data and technology.

The Client: 
  • Hospital network with more than 70,000 employees
  • A nonprofit health system serving more than 7 million patients at 40 hospitals and more than 1,400 care locations
  • Provides care in North Carolina, Georgia, and Alabama
The Situation:

As our client embarked on more M&A activity in 2019, the integration team needed a strategic partner to plan and scope large scale data conversions. Enterprise data conversion projects of this size require integration teams to scale up significantly to handle the increased demand from conversion.

HDM assisted with project management, Epic Bridges and Ensemble build and configuration to support data conversion from multiple source systems including Cerner Millennium, Cerner PowerWorks  Soarian, Meditech, CoPath, eClinicalWorks, Greenway, and Evident across multiple Epic go-lives.

Our core project team of all-stars includes our Senior Delivery Director, Michael Martin, Senior Consultant, Alex Janssen, Bridges Consultant, Garrett Cantrell, and Project Manager, Laura Pike. In addition, we brought on five consultants this spring to assist with our final rounds of clinical lab validation.

The Solution:

The HDM team worked systematically to complete multiple rounds of data conversion, partnering with Epic application teams to reconcile build, and clinical leadership to validate the data. Throughout the many rounds of testing and data validation, HDM expertly leveraged tried and true data conversion techniques. Our team also created new, innovative workflows when traditional methods held us back from showcasing our full potential.

One such innovation was the way our team handled the data validation process, which is traditionally done by having conversion analysts meet with Subject Matter Experts and compare converted data between source systems and Epic confirm everything is matching up. In the middle of the COVID-19 Pandemic, this was not an option. Our conversion team iterated through several strategies before designing a streamlined approach using Microsoft Forms to aggregate validation feedback, to ensure the highest quality, and accuracy of converted data.

The Results:

HDM successfully led our client through four separate waves of data conversion projects, bringing data into our client’s Epic Encompass system. Here is a breakdown of the health data we moved:

Wave 1 Waves 2&3 Wave 4
CCDs 2.8 million 5 million 1.3 million
Labs 11 million 12 million 9 million
Notes 12 million 1.6 billion 2.7 million
Imaging Results 2 million 3 million 800 thousand
Flowsheets 3.3 million 5 million 1 million
Patient Histories 2 million 11 million 2.3 million

Total: Over 2.4 billion data elements moved!

The data is accessible in our client’s Epic Encompass system so patients can seamlessly access their data from systems that were previously used, and providers can easily access it in the same system they will be using in their daily work.

The project represents another giant milestone for HDM’s growing data conversion service line of business and will involve the collaborative efforts of three seasoned analysts and experienced project manager over the next several years.