Aesto Health Data Mapping Services
Mitigating Challenges in EHR System Migrations
When transitioning EHR systems, the data from your legacy system must be properly matched to the corresponding fields and specifications available in your new system.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Aesto’s proprietary Data Validation module allows you to complete this mapping inside our DataCapture platform, significantly enhancing speed to your go-live date by eliminating reliance on spreadsheets or manual data entry.
Data mapping is a tedious task requiring clinical knowledge and insight into how your athenaOne tablespace is structured.
Many clients opt for Aesto’s clinically-trained data mapping experts to perform the task on their behalf, as this process can introduce several challenges for your staff if you choose to do the mapping yourself.
Data Mapping Resources
Factors that influence data mapping needs include:
Type of Legacy EHR System
Aesto Health has over a decade of experience extracting data from hundreds of EHR systems. Many EHR systems have poor data structure, potentially leading to more mapping work hours for your team.
Data Delivery Format
The data delivery format significantly influences the workload required for transferring data to your new EHR system. While most systems offer a complete database backup (i.e., .bak file), others only provide CCDs or flat files (CSVs). In those cases, the data structure may impact the mapping work required.
Practice Type
Some practice types pose challenges due to the unique and complex nature of the specialty and the data points they are required to chart for their patients.
Data Cleanliness
The data entry method in your legacy EHR system significantly impacts the effort required to complete mapping. For instance, in an EHR system with well-defined fields, data entry is structured, and standardized codes (such as ICD10 or SNOMED) are often used to capture information for problems or diagnoses. However, if the EHR vendor allows users to input free-text responses, healthcare providers can type in narrative descriptions, which lack uniformity and structure. The absence of standardization leads to potential discrepancies and ambiguities in the data, requiring more labor-intensive mapping.
Volume of Patients, Providers, and Data
The time required to complete data mapping is significantly influenced by the volume of your patients, providers, and data or documents stored in your legacy EHR system.
Dedicated Personnel for Mapping
While your team completes mapping activities, they will still be asked to complete their respective job duties and may be involved in the buildout of your new athenaOne tablespace. It is essential to consider the bandwidth of your current team to ensure they can take on these additional responsibilities. Some clients offer their team members overtime hours to accommodate this workload or hire contracted hourly workers to complete these tasks.
Volume of Lab Results and Documents to be Mapped
While Data Validation Services for Lab Results and Documents are not included in our standard pricing, it is important to understand the volume of mapping required for these categories is often substantial. Mapping services for these categories can be purchased for an additional fee.
As a result of the factors above, your facility could experience issues such as:
If data mapping takes your staff longer than expected, data will not be delivered to athenahealth on time, which could impact the availability of data in athenaOne upon your go-live date.
Increased Personnel Cost for Data Mapping
Taking on the data mapping task internally results in diverting personnel from their core responsibilities for an unspecified duration, away from the forefront of patient care. If the mapping workload becomes overwhelming, you will need to ask team members to work overtime, tap on additional staff members to assist, or engage external contractors to complete the mapping process.
Incorrect Mappings Due to Rushed Work
The data mapping process is meticulous, demanding exceptional attention to detail. Ensuring the correct mapping of relevant fields is imperative to safeguard against any negative impacts to patient care. Prioritizing precision over speed to meet your go-live date is essential for a successful outcome.
Allowing Aesto Health to perform data mapping on your behalf offers several advantages for your facility, including:
Expertise & Efficiency
Over the past decade, Aesto Health has extracted over 30 million records from various legacy EHR systems and is trusted by over 700 clients. Our team of proficient data experts is committed to mapping your data with unparalleled efficiency and accuracy. We have completed mapping across millions of data points for all eligible import categories accepted by athenahealth for many legacy EHR systems.
Obtain a Remarkably High First-Time Import Success Rate
Aesto Health’s data mapping experts consistently achieve a very high first-time import success rate when transitioning clients to their new EHR systems. If you choose to undertake this yourself, our clients typically attain a 20 – 30% lower import success rate using our tools. This contrast in success rates is attributed to the specialized expertise and proficiency of Aesto’s data mapping experts within our tool.
Workflow Continuity
Remain focused on patient care and your daily operations without being burdened by the intricacies and time requirements of data mapping.
Data Mapping Resources
Frequently Asked Questions
What is entailed in Aesto’s data mapping services?
During an EHR system transition, it’s paramount to accurately align data from your legacy system with the corresponding fields and specifications in the new system. For example, allergy data may not align perfectly due to differences in naming conventions or variations in severity and reaction values. Aesto’s proprietary Data Validation & Mapping module, integrated into our DataCapture platform, significantly accelerates speed to go-live by minimizing reliance on spreadsheets or manual data entry.
What data is being mapped?
All data transferred to the new system undergoes validation and mapping, with specific details provided in the deliverables outlined in your Statement of Work (SOW).
How do you determine affected patients (rows)?
Affected patient rows are data records that fail automatic validation and require manual mapping to become compatible with the new system. For example, if an allergy record fails validation because the severity value from the legacy system doesn’t align with an option in the new system, it will need to be mapped manually.
What data is considered a row?
A row represents an individual data record for a patient. For example, if 120 patients’ allergy severity values fail automatic validation, 120 rows will be recorded as validation failures.
What are some best practices to consider if my practice would like to perform the data mapping ourselves?
Each legacy EHR system has unique configurations and constraints that affect the specific data mapping requirements. Take a look at the data mapping factors outlined above for additional considerations.
What is the time commitment for data mapping when handled by Aesto compared to when a practice performs it independently?
When determining the time commitment of the mapping process, several factors come into play, including staff availability, training needs, data types, and volume of data. A definitive timeline can vary because each EHR system and client usage is unique.
However, Aesto has a dedicated clinically trained mapping team that specializes in this area. They are skilled at leveraging our tools, navigating data intricacies, and managing project timelines to ensure efficiency and accountability.
With a strong track record of successful imports, Aesto’s mapping team effectively reduces project delays, particularly when clients are simultaneously adapting to a new system while overseeing their current operations.
For more information about Aesto Health’s services, please contact your Account Executive.
Contact Aesto Health
Mike Girouard
Chief Revenue Officer
Email: mgirouard@aestohealth.com
Brad Peters
Strategic Account Executive
Email: bpeters@aestohealth.com
Phone: 314-603-6986
Drew Daniel
Strategic Account Executive
Email: ddaniel@aestohealth.com
Phone: (913)-232-0332
Laura LeNoir
Sales Coordinator
Email: llenoir@aestohealth.com
Phone: (205) 447-8859