Project Overview:

The project aimed to migrate data from four different EHR systems—ECW, Advanced MD, Kareo, and HealthNautica—into a single unified EHR system. This included both Patient Management (PM) and Electronic Medical Records (EMR) data. The goal was to create a streamlined, efficient system where all healthcare records could be accessed and managed in one place, improving operational efficiency and enhancing workflow management for the healthcare provider.

Challenges:

• Each of the four EHR systems had its own unique workflow, making data conversion a complex process. A detailed analysis was required to understand how each system functions to ensure a seamless integration.
• A significant challenge was determining how to map identical records from each of the four systems into a single, consolidated record in the new EHR system.
• Ensuring that no duplicate or redundant data from the source systems made its way into the new system was a key challenge, requiring meticulous data cleansing and verification processes.

Solutions:

• We worked closely with the stakeholders to understand their needs and guided them in deciding which data needed to be migrated from each EHR system, ensuring only the relevant and necessary data was converted.
• An incremental conversion strategy was employed to allow for gradual data migration. This approach helped minimize the risk of data loss and ensured the data was continually updated throughout the process.
• The conversion strategy was planned based on the workflows of each system. By starting with the system that had the most recent and critical data, we ensured that the destination system reflected the most up-to-date records. Successive conversions from the remaining EHR systems followed in a structured manner to minimize disruption.

Result:

• The project successfully consolidated data from ECW, Advanced MD, Kareo, and HealthNautica into a single, unified EHR platform.
• End users now have seamless access to and management of all patient records from the four different systems in one centralized location. This improved the overall workflow and efficiency within the organization.
• The stakeholders were extremely satisfied with the smooth conversion process, praising the methodical approach and the effective solution that minimized downtime and data discrepancies.

Project Overview:

This project aimed to migrate healthcare data from EPIC, a widely used electronic medical record (EMR) system, to IMS, a healthcare management platform, to enhance data accessibility and improve operational efficiency. The team faced significant challenges due to limited access to EPIC’s backend database and reliance on Crystal Reports for data extraction. During the initial analysis, it became apparent that the available tools, including SAP Business Objects reports, were insufficient for extracting the necessary data. However, by leveraging a systematic, structured approach, the team successfully utilized Crystal Reports to extract and validate the required data. This enabled the seamless migration of patient records to IMS, ensuring data integrity and providing the healthcare provider with a more streamlined and efficient EMR system.

Challenges:

• Limited front-end reports in EPIC for direct data extraction, making the initial analysis phase difficult.
• Restricted server access allowed only the creation and execution of reports via Crystal Reports, with no direct database access.
• Complex and extensive data structure of EPIC, requiring significant effort to understand schema relationships and dependencies.
• The large volume of data within EPIC increased processing time and limited exploration capabilities.
• Lack of a direct mechanism to transfer extracted data from Crystal Reports to the IMS system, necessitating creative problem-solving.

Solutions:

• Developed custom Crystal Reports to extract the required data from EPIC.
• Extracted the Database Information schema to understand the database design and analyzed recursively with the front end to understand the database structure of EPIC.
• Designed efficient methods to handle large datasets, reducing processing times and improving accuracy.
• Devised a workaround to securely transfer extracted data from the Crystal Reports server to the IMS system, overcoming server constraints.
• Implemented a step-by-step validation process to ensure the accuracy and completeness of migrated data.

Outcomes:

• Successfully migrated critical EMR data, including:

1. Discrete patient data: Prescriptions, Diagnoses, Vitals, Allergies.
2. Visit-specific data: Social History, Medical/Surgical History, Lab Results, Family History, Immunizations.
3. Administrative data: Patient Demographics, Appointments, Insurance, Pharmacy, Accounts.

• Ensured 100% data accuracy and integrity, preserving relationships between clinical and administrative data.
• Delivered the project on time, meeting client expectations despite technical challenges.

Project Overview:

The project aimed to overcome the challenge of exporting clinical notes for over 10,000 patients from Aura, an EMR system that only supported manual exports for individual patients, making bulk extraction impossible.

To solve this challenge, our team developed a custom solution that scaled the single-patient export process, automating it for the entire patient database. The solution enabled clinical notes to be exported as both comprehensive patient histories and segmented by visit dates, giving healthcare providers flexible, on-demand access to the data they needed.

This innovative approach overcame Aura’s limitations, transforming an otherwise tedious task into a seamless, efficient process, and ensuring that critical data was organized, accessible, and ready for use.

Challenges:

• The most significant challenge was the absence of a feature in Aura to bulk export clinical notes for all patients. This limitation made it impractical to extract data for over 10,000 patients, driving the need for a custom solution.
• Frequent updates and maintenance activities on Aura were often scheduled during non-clinic hours, limiting access to the platform during critical times.
• Another challenge was scaling the export process to handle the large volume of data efficiently, especially with the client facing a tight deadline as they were about to lose access to Aura.

Solutions:

• Developed a tailored automation solution to extract clinical notes by patient and by visit, replicating the manual export process at scale.
• To handle concurrent exports, the team set up numerous virtual machines (VMs). Managing and coordinating these VMs for parallel execution was complex, especially with the time-sensitive nature of the project.

Outcomes:

• The project was successfully completed well before the deadline, allowing the client to meet their time-sensitive requirements.
• The client expressed high satisfaction with the solution, appreciating the team's efforts and the quality of work delivered.
• The migration was executed with 100% accuracy, ensuring that all clinical notes and related data were correctly extracted and transferred without any discrepancies.

Project Overview:

This project aimed to develop a comprehensive Power BI dashboard for Revenue Cycle Management (RCM), enabling healthcare clinics to streamline billing operations and monitor their financial health effectively. The dashboard featured multiple pages, each designed to address specific aspects of the RCM process: an Executive Summary, Workable AR, Charge Posting, Payment Posting, and Authorization. The data for this dashboard was sourced from the clinic's Electronic Health Records (EHR) database and Google Sheets, presenting unique challenges in data integration and visualization. By combining these disparate data sources and applying advanced data modeling techniques, the team delivered a user-friendly, dynamic dashboard that revolutionized RCM workflows, improving productivity and decision-making.

Challenges:

• Combining structured data from the EHR database with semi-structured data from Google Sheets required meticulous data transformation and alignment. 
• Also, handling large volumes of financial and clinical data from the EHR system, with varying formats, required efficient data modeling techniques.
• Ensuring data accuracy and consistency across all dashboard pages, while maintaining real-time updates from Google Sheets, demanded robust validation processes.

Solutions:

• Developed automated pipelines to extract data from the EHR database and Google Sheets, ensuring compatibility and synchronization.
• Applied Power BI's DAX (Data Analysis Expressions) and Power Query to model complex relationships between clinical, billing, and authorization data.
• Implemented robust validation workflows to ensure accuracy and completeness of the displayed data.

Outcomes:

• This Power BI dashboard transformed the clinic's RCM process, empowering stakeholders with actionable insights and improving overall efficiency in managing healthcare revenue cycles.
• The Executive Summary provided a snapshot of clinic financial health, enabling quick and informed decision-making.
• The Charge Posting and Payment Posting pages highlighted billing productivity, identifying areas for optimization.
• By integrating all RCM components into a unified platform, the dashboard enhanced operational efficiency, reduced manual errors, and increased biller productivity.