EMR Data Conversion: A 5-Step Guide to Getting It Right

Why Healthcare Organizations Need EMR Conversion

Health systems typically pursue EMR data conversion for one of a few reasons:

• A new EMR implementation following system-wide replacement, upgrade, or vendor change
• Post-merger integration where multiple EMRs must be consolidated
• Legacy system retirement due to cost, security, or vendor discontinuation
  Regardless of the trigger, the goal is the same: maintain access to patient records while minimizing disruption and ensuring data quality.

What EMR Data Conversion? (Hint: It’s Not Exactly the Same as Migration)

It’s easy to confuse EMR conversion with EMR migration.  While the two terms are often used interchangeably, they’re technically not the same thing. Migration typically refers to moving all data (including infrastructure) from one environment to another, often with minimal transformation. Conversion, on the other hand, focuses on transforming and loading clinical data into a new system with different requirements, workflows, and formats.

Think of it like switching from driving in the U.S. to driving in the U.K. It’s not just about getting behind the wheel. It’s learning a new system, adapting to new rules, and ensuring everyone on the road knows how to function safely within it.

Not All Data Should Be Converted (Or Should it?)

Full data conversion isn’t always the right approach. Many healthcare organizations choose a hybrid strategy that combines:

• Conversion of high-value, frequently accessed, or recent clinical data
• Archival of inactive, outdated, or less critical records
• A well-scoped EMR data conversion plan weighs the value, relevance, and usage patterns of each data type to determine what should be converted vs. archived. This not only reduces risk but also keeps the new EMR system clean, fast, and usable from day one.

EMR data conversion is the process of transferring patient records from a legacy EMR system into a new one—usually prompted by a merger, vendor exit, or the need for a more modern, efficient solution.

When done right, it preserves data integrity, ensures compliance, and improves patient care. But getting it right depends on collaboration, scope clarity, and how you handle the mountain of structured and unstructured data that’s coming with you.

Here’s how to do it right the first time.

Step 1: Identify What You’re Working With

This stage involves collaboration between the internal IT team, a designated project manager, and department leads. Together, they work with the EMR conversion vendor to audit and extract patient records, then categorize which data types should be converted versus archived.

Typically, only active patient records—those who’ve been seen in the past few years—are migrated to the new EMR. Older or deceased patient data is usually earmarked for archival.

Pay close attention to what’s hiding in scanned PDFs and unstructured formats. Not everything needs to be converted, and trying to bring it all over can create more noise than value.

Step 2: Define the Scope Before You Build Anything

Once you know what data exists, it’s time to get alignment on what should come over, how it will be formatted, and how you’ll prioritize conversion.

This phase includes:

• Agreeing on which data types are in-scope for conversion
• Flagging data that will remain archived
• Standardizing formats to meet the new EMR’s requirements
• Mapping insurance providers and matching legacy codes

Incomplete or mismatched data fields can derail a migration before it starts. Identify those gaps early and set realistic expectations around what’s getting cleaned up and what’s not.