Data Migration & Conversion

Migrate with Confidence. Convert with Accuracy.

Ensure a seamless, secure transition to your next EHR or enterprise platform. Harmony Healthcare IT brings unmatched precision, proven expertise, and deep experience working with diverse datasets to preserve data integrity, ensure availability, and support even the most complex implementations.

Schedule A Consultation

Common Challenges & How We Solve Them

Data Migration & Conversion Challenges

Technology upgrades, mergers, and acquisitions are common in healthcare organizations. Implementing a new system is a provider organization’s most significant undertaking.

Fragmented legacy application inventory takes expertise to rationalize, extract, model, and validate data as it moves to its destination.

  • The combination of purpose-built tooling inside HealthData Platform™ and our team of certified data experts ensure that even the most complex data sets are accurately transformed.

Limited or non-standard legacy data access requires innovative solutions.

  • ….TBD

Data mapping requires expert knowledge of destination vendor requirements and specifications to avoid errors.

  • ….TBD

Clinical disruption and jeopardized patient safety can result from missing or misaligned data from poorly executed conversions.

  • We prioritize clinical continuity through advanced data automation routines and rigorous validation processes. Our team collaborates with HIM and clinical stakeholders to ensure data is accessible, accurate, and aligned with future workflows.

Inconsistencies across data sources can lead to patient duplications and poor data integrity.

  • We support MPI cleanup and patient identity reconciliation as part of our pre-conversion services. Our tools analyze and identify duplicates in each data set, enabling crucial decisions that ensure only clean, validated data is migrated.

Resource constraints and competing priorities often exist when internal teams are stretched thin.

  •  Our project framework includes detailed capacity planning, milestone tracking, and resource allocation to ensure seamless alignment with a shared implementation plan.

A well-executed data migration strategy ensures seamless system adoption/transition, operational continuity, accuracy, and compliance. Given the importance and scope, a failed implementation is not an option.

We structure our technical service offerings to proactively address common challenges and ensure that these projects stay on track and on budget.

500+ Clients

Across the healthcare continuum trust our expertise.

70%+

Percentage of our conversion work that is supporting a move to Epic.

700+ Brands

We have experience with successfully extracting, migrating, and archiving data.

90+

Customer loyalty indicator for successful data projects.

Why Choose Harmony Healthcare IT for Migration & Conversion?

With nearly two decades of healthcare expertise, we’ve empowered hundreds of providers—from solo practices to the largest health systems—to migrate their data with precision, ensuring clinical continuity and compliance. Our specialized solutions deliver results you can trust.

  • Experience & Expertise: Since 2006, we’ve focused solely on healthcare, trusted to deliver precise migrations for top health systems and hospitals. Some highlights:
    • Supported one of the largest simultaneous Epic migrations for an 11-hospital network.
    • Center of Excellence with Oracle Cerner – migrated over a petabyte of Cerner data over hundreds of projects.
    • Supported migrations to Epic, Oracle Health (Cerner), Altera, Veradigm (Allscripts), athenahealth and others.
  • Comprehensive Support: From initial data extraction and mapping to post-go-live catch-up loads, we deliver comprehensive, end-to-end migration solutions. For data that isn’t converted into the new system, we provide secure archiving to ensure long-term, integrated retention and access.
  • Advanced Technology: Our unique tools automate processes, reduce errors, and ensure interoperability, saving time and resources.
    • AutoQA process performs over 25 automated quality checks on high-value, data-rich records to validate data integrity and formatting.
    • Online data visualization and bi-directional communication processes to streamline mapping and validation. 
    • Comprehensive ETL platform that translates data to required destination system formats (i.e. flat file, CCD, HL7, FHIR). 
  • Vendor-Neutral Flexibility: We can successfully migrate data from any EHR in your inventory. Our solutions support any system, ensuring seamless transitions (e.g., Oracle Cerner to Epic), unlike proprietary EHR vendor tools.
  • Tailored Solutions: Flexible pricing and a dedicated team align with your EHR’s requirements, optimizing costs while ensuring smooth transitions.
  • Secure & Compliant: HITRUST Certified environment, reflecting our alignment with leading security and privacy frameworks. A comprehensive set of controls ensure data is protected throughout its lifecycle—from intake to archival and beyond.

The Perfect Companion to Your Go-Forward System

For data not required to move to the new application, HealthData Archiver® provides secure, integrated long-term retention and access.

Learn More

What are the methods used for migrating and converting healthcare data?

At a high level, our EMR data migration and conversion services include:

Preparation

In scoping and planning the data conversion, we typically start with the destination EHR go-live date and work backward, determining the timing of initial, subsequent, and differential data pulls. We scope medical conversion record requirements and gain a solid understanding of the destination system data ingestion specifications. We establish clear goals, determine testing and validation plans, and set expectations around the timing, effort, and resource allocation it will take to hit deadlines and budget allocations.

Data Extraction

Access is gained to the source system to extract and import data into a more common structure for analysis and modeling. In cases where application vendors host the application, data is obtained so that data transformation can occur.

Data Analysis and Modeling

The purpose here is to determine the accuracy of the source system data, identifying potential issues, inconsistencies, or duplications. During this process, we define the source data, understand its relationships, usage, and structure compared to the destination database schema. Based on feedback from end users and stakeholders, we prepare the data to be transformed and loaded into the destination system. We address differences in data structure from the source to the destination system. Data is then modeled to fit the destination specifications for data ingestion.

Data Testing & Validation

Through testing, we identify issues, understand which data can be migrated and which cannot, and determine how long the migration will take (load and run times). In validation, a field-by-field comparison of the source to the destination system is conducted – from a representative sampling of records – to ensure the integrity of the data is complete and accurate.

Data Ingestion

Data is delivered in the format specified by the receiving vendor to ingest. Typical file formats in which discrete data is delivered are CCDA/CCD, CSV, XML, HL7, and Flat File. FHIR is also an option.

FAQ

What is an EMR data conversion/migration?

An EMR conversion is a complex process that involves transitioning clinical data from paper files and legacy EMRs to a new electronic medical record (EMR) or electronic health record (EHR) system. When a new EMR/EHR platform is added, the legacy systems often hold clinical, financial, and employee records that still must be retained to meet compliance requirements.

What are the reasons for a data conversion/migration?

Clinical, HIM, legal, HR, and other users need efficient access to patient, employee, and business records. This includes access within the new EHR and to records stored in an active archive, ideally with a Single Sign-On integration from the go-forward EHR.

What are the benefits of migrating and converting healthcare data?

The benefits of a medical data conversion can include improved workflows, reduced technical issues, a stronger security posture, and better interoperability capabilities, as medical data is stored in a newer, more robust EHR platform.

What team members are needed for a successful data migration and conversion?

It is important to involve the organization’s Data Governance team and an Executive Sponsor early for buy-in and project support. From there, a dedicated project manager, along with technical resources and subject matter experts, can inform and execute on the agreed-upon plan.