Archive Implementation Model
Learn more about the steps involved in Aesto’s archive implementation model.
Data Strategy Phase | STEPS
STEP 1
Discovery Call
Discovery Call
During this introductory call, you will meet with one of Aesto's Account Executives to discuss your data archiving needs and how we can help. You will also learn more about Aesto’s services and tools.
Meeting Duration | 30 to 60 minutes
Meeting Attendees
- A decision maker at your organization
- A team member who can talk about how your organization uses your legacy EHR system
- A representative of your clinical staff, such as a provider (optional)
*If appropriate staff members cannot attend this meeting, we can arrange a follow-up call or record the call.
Who will be involved in this step?
CLIENT
How?
- Schedule Call
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Ask and answer questions about data archiving needs.
STEP 2
BAA Signed & Assessment
BAA Signed & Assessment
The assessment will ensure that Aesto Health understands how your care center uses and charts in your legacy EHR system so we can set proper expectations for your project.
Before the assessment, you will be asked to sign a Business Associate Agreement (BAA) authorizing Aesto to discuss your care center’s clinical data and view samples during your data archive assessment.
Aesto’s standard BAA is sent through ZohoSign, an electronic signature platform. This agreement MUST be signed before attending your Aesto data archive assessment.
If your organization prefers that Aesto sign your standard BAA, please send it to your Aesto Account Executive for review.
During this assessment call, you will be asked to share your screen and walk Aesto through a patient chart in your legacy EHR system. We will confirm the project deliverables for your data archive project during the call.
Meeting Duration | 60 to 90 minutes
Meeting Attendees
- A team member authorized to make decisions about the clinical data to be extracted from your legacy EHR system
- A decision maker regarding the practice management data to be extracted from your legacy EHR system, including demographics and appointments
- A technical team member who will address questions regarding where the data is hosted and how Aesto Health will obtain access to the data throughout the project
Who will be involved in this step?
CLIENT
How?
- Sign the BAA.
- Schedule Assessment
- Determine meeting attendees.
- Present legacy EHR system during the call.
AESTO
How?
- Send the BAA via ZohoSign for signature.
- Confirm deliverables for the project.
- Ask questions about the client’s legacy system.
STEP 3
SOW & MSA Signed
SOW & MSA Signed
You will be asked to sign a Statement of Work (SOW) and a Master Services Agreement (MSA) BEFORE your project kick-off call.
The SOW will detail pricing and deliverables for your data archive project.
Aesto will send you these documents for electronic signature via ZohoSign.
Who will be involved in this step?
CLIENT
How?
- Sign the SOW and MSA.
AESTO
How?
- Send the SOW and MSA for signature via ZohoSign.
STEP 4
Project Resourcing
Project Resourcing
Aesto will begin assigning resources to your project, including a dedicated Project Manager and Data Services resources.
Who will be involved in this step?
CLIENT
AESTO
How?
- Assign project resources.
Discovery Call
During this introductory call, you will meet with one of Aesto's Account Executives to discuss your data archiving needs and how we can help. You will also learn more about Aesto’s services and tools.
Meeting Duration | 30 to 60 minutes
Meeting Attendees
- A decision maker at your organization
- A team member who can talk about how your organization uses your legacy EHR system
- A representative of your clinical staff, such as a provider (optional)
*If appropriate staff members cannot attend this meeting, we can arrange a follow-up call or record the call.
Who will be involved in this step?
CLIENT
How?
- Schedule Call
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Ask and answer questions about data archiving needs.
BAA Signed & Assessment
The assessment will ensure that Aesto Health understands how your care center uses and charts in your legacy EHR system so we can set proper expectations for your project.
Before the assessment, you will be asked to sign a Business Associate Agreement (BAA) authorizing Aesto to discuss your care center’s clinical data and view samples during your data archive assessment.
Aesto’s standard BAA is sent through ZohoSign, an electronic signature platform. This agreement MUST be signed before attending your Aesto data archive assessment.
If your organization prefers that Aesto sign your standard BAA, please send it to your Aesto Account Executive for review.
During this assessment call, you will be asked to share your screen and walk Aesto through a patient chart in your legacy EHR system. We will confirm the project deliverables for your data archive project during the call.
Meeting Duration | 60 to 90 minutes
Meeting Attendees
- A team member authorized to make decisions about the clinical data to be extracted from your legacy EHR system
- A decision maker regarding the practice management data to be extracted from your legacy EHR system, including demographics and appointments
- A technical team member who will address questions regarding where the data is hosted and how Aesto Health will obtain access to the data throughout the project
Who will be involved in this step?
CLIENT
How?
- Sign the BAA.
- Schedule Assessment
- Determine meeting attendees.
- Present legacy EHR system during the call.
AESTO
How?
- Send the BAA via ZohoSign for signature.
- Confirm deliverables for the project.
- Ask questions about the client’s legacy system.
SOW & MSA Signed
You will be asked to sign a Statement of Work (SOW) and a Master Services Agreement (MSA) BEFORE your project kick-off call.
The SOW will detail pricing and deliverables for your data archive project.
Aesto will send you these documents for electronic signature via ZohoSign.
Who will be involved in this step?
CLIENT
How?
- Sign the SOW and MSA.
AESTO
How?
- Send the SOW and MSA for signature via ZohoSign.
Project Resourcing
Aesto will begin assigning resources to your project, including a dedicated Project Manager and Data Services resources.
Who will be involved in this step?
CLIENT
AESTO
How?
- Assign project resources.
|
Project Kick-off Call
During your project kick-off call, your dedicated Aesto Health Project Manager will review your organization’s Statement of Work (SOW) and project timeline.
Meeting Duration | 30 Minutes
Scheduling Your Kick-off Call
Your Aesto Health Project Manager will email you to schedule your organization’s kick-off call.
Meeting Attendees
- Organization Key Stakeholder(s)
- Organization Main Contact(s)
- Organization IT Resources
Who will be involved in this step?
CLIENT
How?
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Schedule the kick-off call via email.
- Review the SOW and project timeline.
- Answer questions.
Deliver Legacy EHR Data
Your legacy EHR data must be delivered to Aesto once charting is completed post-go-live. Typically, providers need at least 2 WEEKS to close out their charting. For post-acute care organizations with multiple go-live dates, Aesto will create the archive one time, after the final go-live wave.Data Delivery Disclaimers
Each EHR vendor has different turnaround times for extracting data, which can vary based on the volume of data and documents. It is imperative that you confirm the optimal data delivery timeline with your dedicated Aesto Project Manager to keep your project on track.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data to the Aesto team.
AESTO
How?
- Assist with any legacy system questions.
MPI Cleanup
*MPI Cleanup is not applicable for Post-Acute Care customers.
Your team will be asked to use Aesto’s Master Patient Index (MPI) Cleanup tool to merge duplicate patient records.
Who is responsible for this task?
Typically, a clerical staff member (i.e., front office staff) performs this task.
How long does MPI Cleanup typically take?
We ask that your care center completes MPI Cleanup within 2 to 3 business days from the time of assignment.
Your dedicated Aesto Project Associate will schedule a 30-minute training call with the appropriate team member(s) to walk through our MPI Cleanup process.
Important Information About MPI Cleanup
- For care centers with multiple provider groups, it is important to determine if these groups should have access to the same patient charts BEFORE you complete MPI Cleanup.
- This decision is essential because your dedicated Aesto team will identify the specific data points needed for each provider group.
- Please Note: Separating provider groups after completing MPI Cleanup will impact your overall project timeline.
MPI Cleanup Video
Archive Initiation
At this time, your DataCapture Archive timeline will be finalized, and your Aesto team will begin loading data to your portal.
Typical Timing
Clinical Data | 10 Business Days
Typically, your dedicated Aesto team needs around 10 business days to load your Clinical data into the DataCapture Platform.
Important Information About Archiving Documents
Your Documents timeline will be determined upon retrieval of your Backup and the completion of a Documents Assessment meeting with your dedicated Aesto team.
It is important to note that healthcare documents can be highly complex due to the dispersion of data across multiple systems in different formats and varying definitions. These factors greatly affect the timing to load documents in your DataCapture Platform.
Who will be involved in this step?
CLIENT
How?
- Attend the MPI Cleanup training call.
- Perform MPI Cleanup.
- Attend Documents Assessment meeting.
AESTO
How?
- Conduct the MPI Cleanup training.
- Load client’s data into the DataCapture Platform.
- Lead Documents Assessment meeting.
Archive QA Testing
Your dedicated Aesto team will initiate Quality Assurance (QA) testing on the Clinical data and Documents in the DataCapture Platform. Once completed, your Aesto team will conduct a 30-minute Archive QA training session for you on Microsoft Teams. Following this training, you will begin QA testing on the Clinical data and Documents in the DataCapture Platform.
Typical Timing
Clinical Data | 2 WEEKS
The Aesto team typically needs around 1 WEEK to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Clinical data in the DataCapture Platform.
Documents | 2 to 3 WEEKS
The Aesto team typically needs around 1 to 2 WEEKS to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Documents in the DataCapture Platform.
Please Note: It is important that you document any issues in DataCapture for both Clinical data and Documents as they are found. This will help keep your archive implementation on track.
Who will be involved in this step?
CLIENT
How?
- Attend QA Training call.
- Perform Archive QA Testing.
- Document any Archive issues found in DataCapture.
AESTO
How?
- Conduct Archive QA Testing.
- Lead QA Training call.
SSO Integration (if in scope)
If in scope, the client must provide a patient crosswalk report to the Aesto Health team that includes both the legacy MRN and new EHR patient ID. Aesto will use this report to ensure the SSO integration is set up properly. The Aesto team can also create the crosswalk report on behalf of the client if a login to the new EHR system is provided.
Sign Project Approval Form
Once your DataCapture Archive implementation is completed, you will receive a project approval form. Signing this form confirms that you have thoroughly reviewed all deliverables in the archive.
Typical Timing | 3 Business Days
We ask that you sign the project approval form within 3 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Provide the patient crosswalk report to the Aesto team (if in scope).
- Sign Project Approval Form.
AESTO
How?
- Set up the SSO integration (if in scope).
- Send Project Approval Form for signature.
Archive Completion Phase | 10 WEEKS
(Documents Timeline Determined During Project Initiation)
STEP 1
Project Kick-off Call
During your project kick-off call, your dedicated Aesto Health Project Manager will review your organization’s Statement of Work (SOW) and project timeline.
Meeting Duration | 30 Minutes
Scheduling Your Kick-off Call
Your Aesto Health Project Manager will email you to schedule your organization’s kick-off call.
Meeting Attendees
- Organization Key Stakeholder(s)
- Organization Main Contact(s)
- Organization IT Resources
Who will be involved in this step?
CLIENT
How?
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Schedule the kick-off call via email.
- Review the SOW and project timeline.
- Answer questions.
Deliver Legacy EHR Data
Your legacy EHR data must be delivered to Aesto once charting is completed post-go-live. Typically, providers need at least 2 WEEKS to close out their charting. For post-acute care organizations with multiple go-live dates, Aesto will create the archive one time, after the final go-live wave.Data Delivery Disclaimers
Each EHR vendor has different turnaround times for extracting data, which can vary based on the volume of data and documents. It is imperative that you confirm the optimal data delivery timeline with your dedicated Aesto Project Manager to keep your project on track.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data to the Aesto team.
AESTO
How?
- Assist with any legacy system questions.
MPI Cleanup & Archive Initiation
MPI Cleanup
*MPI Cleanup is not applicable for Post-Acute Care customers.
Your team will be asked to use Aesto’s Master Patient Index (MPI) Cleanup tool to merge duplicate patient records.
Who is responsible for this task?
Typically, a clerical staff member (i.e., front office staff) performs this task.
How long does MPI Cleanup typically take?
We ask that your care center completes MPI Cleanup within 2 to 3 business days from the time of assignment.
Your dedicated Aesto Project Associate will schedule a 30-minute training call with the appropriate team member(s) to walk through our MPI Cleanup process.
Important Information About MPI Cleanup
- For care centers with multiple provider groups, it is important to determine if these groups should have access to the same patient charts BEFORE you complete MPI Cleanup.
- This decision is essential because your dedicated Aesto team will identify the specific data points needed for each provider group.
- Please Note: Separating provider groups after completing MPI Cleanup will impact your overall project timeline.
MPI Cleanup Video
Archive Initiation
At this time, your DataCapture Archive timeline will be finalized, and your Aesto team will begin loading data to your portal.
Typical Timing
Clinical Data | 10 Business Days
Typically, your dedicated Aesto team needs around 10 business days to load your Clinical data into the DataCapture Platform.
Important Information About Archiving Documents
Your Documents timeline will be determined upon retrieval of your Backup and the completion of a Documents Assessment meeting with your dedicated Aesto team.
It is important to note that healthcare documents can be highly complex due to the dispersion of data across multiple systems in different formats and varying definitions. These factors greatly affect the timing to load documents in your DataCapture Platform.
Who will be involved in this step?
CLIENT
How?
- Attend the MPI Cleanup training call.
- Perform MPI Cleanup.
- Attend Documents Assessment meeting.
AESTO
How?
- Conduct the MPI Cleanup training.
- Load client’s data into the DataCapture Platform.
- Lead Documents Assessment meeting.
STEP 4
QA Testing
Archive QA Testing
Your dedicated Aesto team will initiate Quality Assurance (QA) testing on the Clinical data and Documents in the DataCapture Platform. Once completed, your Aesto team will conduct a 30-minute Archive QA training session for you on Microsoft Teams. Following this training, you will begin QA testing on the Clinical data and Documents in the DataCapture Platform.
Typical Timing
Clinical Data | 2 WEEKS
The Aesto team typically needs around 1 WEEK to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Clinical data in the DataCapture Platform.
Documents | 2 to 3 WEEKS
The Aesto team typically needs around 1 to 2 WEEKS to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Documents in the DataCapture Platform.
Please Note: It is important that you document any issues in DataCapture for both Clinical data and Documents as they are found. This will help keep your archive implementation on track.
Who will be involved in this step?
CLIENT
How?
- Attend QA Training call.
- Perform Archive QA Testing.
- Document any Archive issues found in DataCapture.
AESTO
How?
- Conduct Archive QA Testing.
- Lead QA Training call.
STEP 5
SSO Integration (if in scope) & Project Sign-off
SSO Integration (if in scope)
If in scope, the client must provide a patient crosswalk report to the Aesto Health team that includes both the legacy MRN and new EHR patient ID. Aesto will use this report to ensure the SSO integration is set up properly. The Aesto team can also create the crosswalk report on behalf of the client if a login to the new EHR system is provided.
Sign Project Approval Form
Once your DataCapture Archive implementation is completed, you will receive a project approval form. Signing this form confirms that you have thoroughly reviewed all deliverables in the archive.
Typical Timing | 3 Business Days
We ask that you sign the project approval form within 3 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Provide the patient crosswalk report to the Aesto team (if in scope).
- Sign Project Approval Form.
AESTO
How?
- Set up the SSO integration (if in scope).
- Send Project Approval Form for signature.
Project Complete
Discovery Call
During this introductory call, you will meet with one of Aesto's Account Executives to discuss your data archiving needs and how we can help. You will also learn more about Aesto’s services and tools.
Meeting Duration | 30 to 60 minutes
Meeting Attendees
- A decision maker at your organization
- A team member who can talk about how your organization uses your legacy EHR system
- A representative of your clinical staff, such as a provider (optional)
*If appropriate staff members cannot attend this meeting, we can arrange a follow-up call or record the call.
Who will be involved in this step?
CLIENT
How?
- Schedule Call
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Ask and answer questions about data archiving needs.
BAA Signed & Assessment
The assessment will ensure that Aesto Health understands how your care center uses and charts in your legacy EHR system so we can set proper expectations for your project.
Before the assessment, you will be asked to sign a Business Associate Agreement (BAA) authorizing Aesto to discuss your care center’s clinical data and view samples during your data archive assessment.
Aesto’s standard BAA is sent through ZohoSign, an electronic signature platform. This agreement MUST be signed before attending your Aesto data archive assessment.
If your organization prefers that Aesto sign your standard BAA, please send it to your Aesto Account Executive for review.
During this assessment call, you will be asked to share your screen and walk Aesto through a patient chart in your legacy EHR system. We will confirm the project deliverables for your data archive project during the call.
Meeting Duration | 60 to 90 minutes
Meeting Attendees
- A team member authorized to make decisions about the clinical data to be extracted from your legacy EHR system
- A decision maker regarding the practice management data to be extracted from your legacy EHR system, including demographics and appointments
- A technical team member who will address questions regarding where the data is hosted and how Aesto Health will obtain access to the data throughout the project
Who will be involved in this step?
CLIENT
How?
- Sign the BAA.
- Schedule Assessment
- Determine meeting attendees.
- Present legacy EHR system during the call.
AESTO
How?
- Send the BAA via ZohoSign for signature.
- Confirm deliverables for the project.
- Ask questions about the client’s legacy system.
SOW & MSA Signed
You will be asked to sign a Statement of Work (SOW) and a Master Services Agreement (MSA) BEFORE your project kick-off call.
The SOW will detail pricing and deliverables for your data archive project.
Aesto will send you these documents for electronic signature via ZohoSign.
Who will be involved in this step?
CLIENT
How?
- Sign the SOW and MSA.
AESTO
How?
- Send the SOW and MSA for signature via ZohoSign.
Project Resourcing
Aesto will begin assigning resources to your project, including a dedicated Project Manager and Data Services resources.
Who will be involved in this step?
CLIENT
AESTO
How?
- Assign project resources.
|
Project Kick-off Call
During your project kick-off call, your dedicated Aesto Health Project Manager will review your organization’s Statement of Work (SOW) and project timeline.
Meeting Duration | 30 Minutes
Scheduling Your Kick-off Call
Your Aesto Health Project Manager will email you to schedule your organization’s kick-off call.
Meeting Attendees
- Organization Key Stakeholder(s)
- Organization Main Contact(s)
- Organization IT Resources
Who will be involved in this step?
CLIENT
How?
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Schedule the kick-off call via email.
- Review the SOW and project timeline.
- Answer questions.
Deliver Legacy EHR Data
Your legacy EHR data must be delivered to Aesto once charting is completed post-go-live. Typically, providers need at least 2 WEEKS to close out their charting. For post-acute care organizations with multiple go-live dates, Aesto will create the archive one time, after the final go-live wave.Data Delivery Disclaimers
Each EHR vendor has different turnaround times for extracting data, which can vary based on the volume of data and documents. It is imperative that you confirm the optimal data delivery timeline with your dedicated Aesto Project Manager to keep your project on track.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data to the Aesto team.
AESTO
How?
- Assist with any legacy system questions.
MPI Cleanup
*MPI Cleanup is not applicable for Post-Acute Care customers.
Your team will be asked to use Aesto’s Master Patient Index (MPI) Cleanup tool to merge duplicate patient records.
Who is responsible for this task?
Typically, a clerical staff member (i.e., front office staff) performs this task.
How long does MPI Cleanup typically take?
We ask that your care center completes MPI Cleanup within 2 to 3 business days from the time of assignment.
Your dedicated Aesto Project Associate will schedule a 30-minute training call with the appropriate team member(s) to walk through our MPI Cleanup process.
Important Information About MPI Cleanup
- For care centers with multiple provider groups, it is important to determine if these groups should have access to the same patient charts BEFORE you complete MPI Cleanup.
- This decision is essential because your dedicated Aesto team will identify the specific data points needed for each provider group.
- Please Note: Separating provider groups after completing MPI Cleanup will impact your overall project timeline.
MPI Cleanup Video
Archive Initiation
At this time, your DataCapture Archive timeline will be finalized, and your Aesto team will begin loading data to your portal.
Typical Timing
Clinical Data | 10 Business Days
Typically, your dedicated Aesto team needs around 10 business days to load your Clinical data into the DataCapture Platform.
Important Information About Archiving Documents
Your Documents timeline will be determined upon retrieval of your Backup and the completion of a Documents Assessment meeting with your dedicated Aesto team.
It is important to note that healthcare documents can be highly complex due to the dispersion of data across multiple systems in different formats and varying definitions. These factors greatly affect the timing to load documents in your DataCapture Platform.
Who will be involved in this step?
CLIENT
How?
- Attend the MPI Cleanup training call.
- Perform MPI Cleanup.
- Attend Documents Assessment meeting.
AESTO
How?
- Conduct the MPI Cleanup training.
- Load client’s data into the DataCapture Platform.
- Lead Documents Assessment meeting.
Archive QA Testing
Your dedicated Aesto team will initiate Quality Assurance (QA) testing on the Clinical data and Documents in the DataCapture Platform. Once completed, your Aesto team will conduct a 30-minute Archive QA training session for you on Microsoft Teams. Following this training, you will begin QA testing on the Clinical data and Documents in the DataCapture Platform.
Typical Timing
Clinical Data | 2 WEEKS
The Aesto team typically needs around 1 WEEK to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Clinical data in the DataCapture Platform.
Documents | 2 to 3 WEEKS
The Aesto team typically needs around 1 to 2 WEEKS to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Documents in the DataCapture Platform.
Please Note: It is important that you document any issues in DataCapture for both Clinical data and Documents as they are found. This will help keep your archive implementation on track.
Who will be involved in this step?
CLIENT
How?
- Attend QA Training call.
- Perform Archive QA Testing.
- Document any Archive issues found in DataCapture.
AESTO
How?
- Conduct Archive QA Testing.
- Lead QA Training call.
SSO Integration (if in scope)
If in scope, the client must provide a patient crosswalk report to the Aesto Health team that includes both the legacy MRN and new EHR patient ID. Aesto will use this report to ensure the SSO integration is set up properly. The Aesto team can also create the crosswalk report on behalf of the client if a login to the new EHR system is provided.
Sign Project Approval Form
Once your DataCapture Archive implementation is completed, you will receive a project approval form. Signing this form confirms that you have thoroughly reviewed all deliverables in the archive.
Typical Timing | 3 Business Days
We ask that you sign the project approval form within 3 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Provide the patient crosswalk report to the Aesto team (if in scope).
- Sign Project Approval Form.
AESTO
How?
- Set up the SSO integration (if in scope).
- Send Project Approval Form for signature.