We’re Healthcare Data Conversion Experts

With nearly 70% of healthcare network implementations involving Epic in recent years, MediQuant has acquired substantial experience in Epic conversions. Our Epic conversion process, detailed below, adheres to Epic best practices to ensure your project proceeds smoothly.

1. Project Evaluation and Prep

• Review your project requirements, conduct preliminary fact-finding, and create a detailed project plan.
• Establish connectivity to legacy systems, including front-end, database, and file system access.
• Schedule a project kick-off call to introduce project resources and stakeholders, review the project plan, and initiate project activities.

2. Development

• Leverage the proven processes and tools we’ve developed to extract data from the source system, transforming it into the required CSV, HL7, or CCD formats for Epic import.

3. Patient (MPI) Load

• Support your HIM team during the MPI Load process by providing patient data from the legacy application, and identifying new and updated patients between MPI Loads. Typically, your Epic TS Team will perform the MPI load into Epic.

4. MediQuant Internal Testing

• Conduct thorough testing by reviewing a sample of patient charts to ensure that records in the extracted and transformed data match those in the legacy system’s front-end application and adhere to defined business rules.

5. Mapping

• Collaborate with your HIM Team, Epic Interface Analysts, and other stakeholders to identify any clinical datasets requiring translation or a crosswalk between systems. We provide Mapping Workbooks containing legacy system codes, descriptions, usage counts, and percentages, enabling you to prioritize the mapping of frequently used codes.

6. Iteration Testing

• Prepare Testing Workbooks to guide you through the validation process, ensuring data accuracy before go-live. The client will test each module individually and perform a complete patient chart review prior to go-live. Customer sign-off is required before proceeding with the Bulk Load into Epic PRD.
• Follow Epic’s best practices, conducting three rounds of validation: Small-Scale (technical validation), Large-Scale (complete validation across a patient subset), and Full-Scale (validation of all patients in scope).

7. Bulk Load into PRD

• Perform the final data extraction and transformation (HL7, CCD, Other) for loading into Epic PRD. The Bulk Load typically occurs a few weeks to a month before your Epic Go-live date, allowing ample time for loading and any necessary chart preparation.

8. GAPs

• Executed GAP loads to bring data in Epic up to date between the initial Bulk Load, the Epic Go-Live date, and after your clinical team has completed all necessary charting in the legacy system. Most projects involve 2-4 GAP loads, depending on the specific requirements.