Key Takeaways
-
Data migration is foundational to EHR success. A well-executed EHR data migration supports continuity of care, staff efficiency, and long-term data trust.
-
Not all data needs to move. Defining scope early helps organizations focus on high-value clinical and operational data while reducing risk.
-
Shared responsibility matters. Successful data migration requires close collaboration between healthcare organizations and their EHR vendors.
-
Data quality drives confidence. Addressing inaccuracies before migration prevents duplicated, missing, or fragmented records in the new EHR.
-
Incremental transfers reduce risk. Controlled data migration is safer and more reliable than large, one-time transfers.
-
Paper records still require a plan. Medical records scanning strategies should align with staffing, storage, and compliance requirements.
-
Migration is a beginning, not an endpoint. Clean, accessible data creates a stronger foundation for interoperability and future digital health initiatives.
Data migration is one of the most essential yet complex aspects of transitioning to a new electronic health records system. Current vendors may emphasize how difficult migration can be, while new vendors may oversimplify the process. In reality, successful healthcare data migration depends on careful planning, shared responsibility between the client and the new EHR vendor, and thoughtful execution.
When done correctly, EHR data migration can prevent system workarounds, support clinic efficiency, and help avoid additional costs or lost revenue. While patient data migration can seem like a tremendous undertaking, understanding what to expect and when to act can significantly reduce workflow disruptions during your EHR migration. Here is what you need to know to be successful as you migrate data to a new EHR.
Data Migration Strategy
A well-defined strategy is the foundation of a successful EHR data migration. Without clear priorities and expectations, organizations often encounter avoidable errors and delays during EMR data conversion. As part of that strategy, organizations should recognize early on that not all data will be converted, and define the conversion scope based on overall priorities and selected timeframes.
The following data migration strategies for EHR transition can help guide your organization’s approach:
- Start with how data will be used. Identify which data is needed to support care delivery, reporting, billing, and continuity of care on day one.
- Prioritize the highest value information. Organize records so the most important data appears first in the new workflow.
- Keep the approach as simple as possible. Complexity increases risk, particularly when collaborating on vendor-led EMR data migration services.
- Decide how you will handle paper records. Many organizations reduce risk by scanning documents first, then focusing on structured EHR data conversion.
It is also important to proactively identify potential barriers, including limited staffing, technical challenges, unrealistic expectations, and insufficient training or support. Addressing these issues upfront can help reduce common EHR data migration challenges.
Data Migration Considerations
Data Sharing
Managing patient expectations around data access is an important part of the data migration process. In accordance with the Cures Act, patients must be able to access their health records and understand what the data includes. These considerations should inform vendor selection and decisions about how patient data migration is structured within the new system.
Data Integrity
Data quality directly influences confidence in the new EHR. Poor data management practices can result in duplicated, fragmented, or missing records. Before beginning patient data migration, organizations should identify data quality issues in the current system and determine how they will be addressed to avoid carrying them forward.
Data Security
Medical data migration must be handled securely throughout the process. Sensitive health information should be protected during extraction, transfer, testing, and final migration. Clear security expectations between the organization and the vendor are essential.
In short, a lack of secure, accurate, or shareable health data can negatively affect patient care and your organization’s operational performance.
Data Transfer
Contrary to common belief, transferring all data at once is not always the safest approach. Large bulk transfers increase the likelihood of errors, whether human or automated. Even small issues during EHR data conversion can compromise patient records. That is why transferring data in a controlled and incremental manner is crucial to an effective EHR data migration.
5 Steps to a Successful Data Migration
The data migration process can generally be broken into five key steps, from understanding your existing data to successfully transferring it to your new EHR system. These steps reflect widely accepted EMR data migration best practices and require close collaboration between the EHR vendor and customer, as well as sufficient time and internal resources from the transitioning organization.
1. Discovery
Discovery is primarily the customer's responsibility.
Your organization's IT staff should:
- Extract data from the current or legacy EMR system
- Provide data to the new EHR vendor in the required format
- Identify how much data exists and how much should be converted (for example, 10 years versus 3 years)
- Review data for accuracy and completeness
Migrating inaccurate or outdated data increases downstream risk and should be avoided.
2. Scope Definition
Scope definition establishes what data will be converted, how conversion will occur, and which priorities apply.
During scope definition:
- Review records to confirm which data elements will be included
- Format data to meet the new vendor’s requirements
- Identify fields that do not align between systems
- Agree on how non-matching fields will be handled.
For example, if a legacy EMR field does not align with the new system’s structure, such as a single “bi-racial” option versus a “check all that apply” race field, the organization may leave it blank and update it at a future patient visit.
3. Conversion Development and Testing
Once the scope is defined and the data is formatted, responsibility typically shifts to the vendor.
Based on customer input, the vendor team will:
- Map data fields from the old system to equivalent fields in the new system
- Upload test conversion data to a testing environment
Testing and other EHR data migration services during this phase allow mapping gaps and formatting issues to be identified before final EMR data migration.
4. Validation and Sign-off
Validation is a shared responsibility between the customer and the new vendor and may require multiple review cycles.
Validation should include:
- Reviewing converted data for accuracy and completeness
- Confirming records are usable and correctly displayed
- Communicating issues clearly to the vendor for correction
Ultimately, it is the customer’s responsibility to perform the final content review, validate the records, and sign off on the final data set before proceeding to the final step of the data migration.
5. Migration
Once the customer validates the data, the vendor completes the final migration to the live database, and the clinic transitions fully to the new EHR system.
Data Migration for Paper Systems
Medical Records Scanning
In addition to migrating electronic data, organizations must plan for managing paper records during and after an EHR transition. Most local health departments and private practices maintain legacy paper charts, making medical records scanning an important part of implementation and training. During this process, EHR vendors typically work with organizations to define scanning strategies based on record volume, available staffing, and operational goals. While some organizations rely on office scanners to balance speed, efficiency, and cost, cloud-based EHRs may be a more suitable option, as they reduce the need for local storage, servers, and ongoing IT maintenance.
Depending on available resources, organizations may adopt different medical data migration scanning strategies:
- No scanning resources available: Some small or solo practices may choose not to scan previous paper charts into the EHR. With this approach, providers reference paper charts as needed while entering new patient information electronically. After about 1 year, most active patients will be documented in the EHR, reducing reliance on paper charts.
- Limited scanning: Organizations may choose to scan a limited portion of each patient’s chart, such as the most recent clinical encounter notes and lab results. Scanning can be done on a rolling basis for patients with upcoming appointments, or by scanning charts for active patients seen within a defined timeframe, such as the past year. This work may be completed by dedicated in-house staff or a professional scanning service.
- Scan a large number of charts: When resources allow, organizations may choose to scan all charts for patients who are active or expected to return to their organization for care in the near future, often covering a defined period such as the past three years. This approach improves access to relevant patient history within the EHR.
- Historic scanning: If physical storage space is a constraint, organizations may scan older charts, such as records that are 7 years or older, based on retention and compliance requirements.
- Document management systems: Some organizations use them to store scanned records. While EHR interfaces can provide access to these systems, they may be costly and impractical. If records are not already digitized, scanning directly into the EHR may be more efficient.
Once paper records are scanned, organizations may destroy originals, provided they follow applicable local, state, and federal policies and ensure records are fully destroyed through incineration or shredding.
Moving Forward with Data Migration
Migrating data to a new EHR is a challenging, organization-wide effort that extends beyond a one-time system change. Success is built upon clear decision-making, realistic expectations, and sustained coordination throughout the migration process. With careful planning and close collaboration with the EHR vendor, healthcare organizations can avoid common data migration missteps and achieve a stronger, more effective transition to a new EHR system.
Frequently Asked Questions About EHR Data Migration
What is data migration in an EHR transition?
Data migration is the process of moving patient, clinical, and operational data from a legacy system into a new EHR. This includes extracting data, mapping fields, testing conversions, validating accuracy, and completing the final transfer to the live system.
How long does EHR data migration take?
The timeline for EHR data migration varies based on data volume, complexity, and internal resources. Smaller organizations may complete migration in a few months, while larger systems with extensive historical data may require additional time for testing and validation.
Do healthcare organizations need to migrate all historical data?
No. Most organizations migrate only the data needed to support care delivery, reporting, and compliance. Limiting historical data migration reduces risk and helps teams focus on high-value information in the new EHR.
Who is responsible for EHR data migration?
EHR data migration is a shared responsibility. Healthcare organizations typically manage data extraction, review, and validation, while EHR vendors handle mapping, conversion, and technical migration processes.
What are the most common data migration challenges?
Common challenges include poor data quality, unclear scope, limited staffing, mismatched data fields, and unrealistic timelines. Addressing these risks early improves the success of EHR data migration.
How is patient data protected during data migration?
Patient data is protected through secure extraction, encrypted transfer, controlled testing environments, and strict access controls. Clear security standards between the organization and the EHR vendor are essential throughout the migration process.
What happens to paper records during an EHR migration?
Organizations may choose to scan paper records, retain them temporarily, or archive them according to retention policies. Many clinics scan recent or active patient records while gradually reducing reliance on paper charts.
How can organizations tell if data migration was successful?
Successful data migration results in accurate, complete, and usable records in the new EHR. Clinicians should be able to access critical patient information without workarounds, and reporting and billing workflows should function as expected.
