EHR systems differ in complexity due to various factors. Some databases require intricate methods to extract information, while others pose specific challenges related to database backup request timing and document extraction.
Explore the information below to learn more about the complexity ratings, turnaround times, and unique variables determined by Aesto’s data extraction and conversion experts.
Complexity & Backup Delivery Timing Rating System
Leveraging Aesto's experience with over 120 different EHR vendors, our team has categorized the difficulty of extracting discrete clinical data and documents into three levels: Low, Average, and High Difficulty.
Take a look at our ratings for Kareo (dba Tebra) below, along with the typical turnaround timing for receiving database backups from Tebra.
Discrete, Clinical Data
Complexity Rating
HIGH
Document Conversion
Complexity Rating
HIGH
Typical Timing
C-CDAs & PDFs
ON-DEMAND
In our experience, we have found that extracting Clinical data and Documents from Kareo to be difficult.
Kareo typically provides C-CDAs and PDF backups ON-DEMAND.
Data Delivery Methods
Methods for delivering your data to Aesto include:
- Direct Server Access: In this scenario, the Aesto team will extract your data directly from your server.
- Via Amazon Web Services (AWS) S3: You will receive AWS S3 login credentials to upload your data sets, which is an effective solution for data up to 10TB. Please note that AWS S3 is not compatible with Mac users. If you are using a Mac, you will need to use Zoho Assist to provide your data to the Aesto team.
- Encrypted Hard Drive: If you cannot provide direct database access or AWS S3 is not viable, you can deliver data to Aesto via an encrypted hard drive. Unless you are required to purchase a new hard drive from Tebra, Aesto will provide the Encrypted Hard Drive on behalf of the client.
Click Here for Hard Drive Shipping & Packaging Best Practices
Shipping & Packaging Best Practices
Follow these guidelines to safely pack and ship your hard drive:
- Place the Device in a Protective Bag: Use an antistatic bag or a ziplock bag to protect your device and seal it securely.
- Wrap with Bubble Wrap: Wrap the device in 2-5 inches of bubble wrap, depending on its size. Avoid using packing peanuts or other lightweight materials, as these can shift during shipping and increase the risk of damage.
- Secure with Strong Tape: Securely tape the edges of the bubble wrap to keep the device protected and immobile.
- Use a Sturdy Cardboard Box: Place the wrapped device in a sturdy cardboard box, tightly packing it to prevent movement during transit.
- Seal and Label the Box: Seal the box securely with strong tape and attach the prepaid overnight shipping label you received with your service order confirmation to the top of the box.
Following these steps will help ensure your hard drive arrives safely at Aesto Health.
Data Extraction Methods
- Demographics: Pulled via a system report
- Generating a Patient Contact List will generate all patient information and emergency contacts, next of kin, guarantors, providers, etc.
- Future Appointments: Pulled via a system report
- Encounters: Pulled via a system report
- Clinical Data: Extracted from C-CDAs
- Documents: Extracted via Robotic Process Automation (RPA) by the Aesto Team
Please Note: If generated reports are too large, an error message will pop up in Kareo. Additionally, data imported to athenaOne and archived in Aesto’s DataCapture Platform may be limited, as reliance on system reporting is not as comprehensive as a full database backup.
Deliverables Eligible for Import to athenaOne
Practice Management Deliverables
- Demographics: Data may be limited
- Future Appointments: Data may be limited
Clinical Deliverables
Limited Deliverables Due to Potential Missing Elements From the Patient Chart
- Problems
- Immunizations
- Social History
- Medications
- Vitals
- Family History
- Past Medical History
- Social History
Document Migration Factors
Converting healthcare documents from legacy EHR systems can be highly complex due to the dispersion of data across multiple systems in different formats and varying definitions.
Patient data can be stored in various locations, including your EHR software, radiology information systems (RIS), pharmacy management systems, and other third-party applications. Some data formats are unique to specific EHR software, leading to compatibility issues during the migration.
Aesto’s document conversion process is integral to the overall strategy for archiving Kareo data, ensuring all documents are easily accessible in Aesto’s DataCapture Platform.
Learn more about Aesto’s solutions for overcoming technical challenges with document conversions.