Client Success Plan
One-Pull Implementation Model
Designed with speed in mind, our One-Pull Model boasts the fastest overall migration timeline in the industry.
One-Pull Implementation Model
Fastest Overall Migration Timeline | No Clinical Data Imported At Go-Live
Client/Aesto Involvement: Orange | Client/athenahealth Involvement: Purple
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 migration 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 care center
- A team member who can talk about how your care center 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 migration needs.
athenahealth
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 migration assessment.
Aesto’s standard BAA is sent through ZohoSign, an electronic signature platform. This agreement MUST be signed before attending your Aesto data migration 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 migration 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.
athenahealth
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 migration 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.
athenahealth
STEP 4
Project Resourcing
Project Resourcing
Aesto will begin assigning resources to your project, including a dedicated Project Manager, a Project Associate, and Data Services resources.
It is essential that you review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices to be prepared for your upcoming migration.
Typical Timing | 2 Weeks
After the SOW and MSA are signed, Aesto will assign resources for your project around 2 WEEKS before or immediately following your athenaOne go-live date.
Who will be involved in this step?
CLIENT
How?
- Review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices.
AESTO
How?
- Assign project resources.
athenahealth
Discovery Call
During this introductory call, you will meet with one of Aesto's Account Executives to discuss your data migration 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 care center
- A team member who can talk about how your care center 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 migration needs.
athenahealth
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 migration assessment.
Aesto’s standard BAA is sent through ZohoSign, an electronic signature platform. This agreement MUST be signed before attending your Aesto data migration 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 migration 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.
athenahealth
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 migration 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.
athenahealth
Project Resourcing
Aesto will begin assigning resources to your project, including a dedicated Project Manager, a Project Associate, and Data Services resources.
It is essential that you review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices to be prepared for your upcoming migration.
Typical Timing | 2 Weeks
After the SOW and MSA are signed, Aesto will assign resources for your project around 2 WEEKS before or immediately following your athenaOne go-live date.
Who will be involved in this step?
CLIENT
How?
- Review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices.
AESTO
How?
- Assign project resources.
athenahealth
|
Project Kick-off Call
During your project kick-off call, your dedicated Aesto Health Project Manager will review your care center’s Statement of Work (SOW) and project timeline.
Meeting Duration | 60 Minutes
Scheduling Your Kick-off Call
Your Aesto Health Project Manager will email you to schedule your care center’s kick-off call.
Meeting Attendees
- Care Center Key Stakeholder(s)
- Care Center Main Contact(s)
- Care Center IT Resources
- athenahealth Implementation Project Manager
- athenahealth Imports Project Manager
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.
athenahealth
How?
- Attend the call.
- Answer questions.
athenaOne Go-Live
At this time, your Aesto Health Project Manager will confirm your DataCapture Archive timeline with you.
Who will be involved in this step?
CLIENT
How?
- Ask any questions about the DataCapture Archive timeline.
AESTO
How?
- Provide details about the DataCapture Archive timeline.
athenahealth
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.
PLEASE NOTE: Clinical Information, Lab Results, and Documents are included in your post-go-live deliverables to athenaOne, if included in your project scope.
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 10 WEEKS before project completion. Your Aesto team will need at least 6 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 4 WEEKS before project completion.
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 migration on track.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data after charting is completed post-go-live, at least 10 WEEKS before project completion.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
MPI Cleanup
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.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- 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 | 2 WEEKS
Typically, your dedicated Aesto team needs around 2 WEEKS to load your Clinical data into the DataCapture Archive.
Documents (if in scope)
Timing is dependent on the volume of Documents and the specifications of your legacy EHR system. Your Documents timeline will be determined upon retrieval of your Backup and the completion of a Documents Assessment meeting with your dedicated Aesto team.
Important Information About Archiving Documents
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 Archive (if in scope).
Who will be involved in this step?
CLIENT
How?
- Attend the MPI Cleanup training call.
- Perform MPI Cleanup.
- Attend Documents Assessment meeting (if in scope).
AESTO
How?
- Conduct the MPI Cleanup training.
- Load client’s data into the DataCapture Archive.
- Lead Documents Assessment meeting (if in scope).
athenahealth
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Before data mapping can begin, you must complete table builds with your athenahealth Onboarding Team to configure your athenaOne Production environment. This process involves setting up departments, providers, appointment types, and other essential components. Typically, table build work for the client and athenahealth takes 1 business day to complete.
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Collaborate with your athenahealth Onboarding Team on table build configurations.
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
How?
- Work with the client on table build configurations for their athenaOne Production environment.
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if detailed in your project scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if detailed in your project scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Archive QA Testing
Your dedicated Aesto team will initiate Quality Assurance (QA) testing on the Clinical data and Documents in the DataCapture Archive. 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 archive.
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 archive.
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 archive.
The DataCapture Archive is the only environment where QA testing can be conducted on Documents before they are prepared for import to athenaOne. Any issues found after files are sent to athenaOne will extend your project timeline and cause duplication of efforts across all teams.
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.
For detailed information on the steps following Archive QA Testing for documents, please refer to the Document Import Phase.
Who will be involved in this step?
CLIENT
How?
- Attend QA Training call.
- Perform Imports and Archive QA Testing.
- Document any Archive issues found in DataCapture.
AESTO
How?
- Conduct Archive QA Testing.
- Lead QA Training call.
athenahealth
How?
- Import the data to Preview.
- Perform QA Testing.
- Provide information to the client about QA Testing and Preview Environment access.
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the data to your athenaOne Production environment.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
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?
- Sign Project Approval Form.
AESTO
How?
- Send Project Approval Form for signature.
athenahealth
How?
- Import the data into live athenaOne Environment.
|
Document Categories Mapping
After you complete Quality Assurance (QA) testing on the Documents in the DataCapture Archive, you will then proceed with the partner data migration process. During this step, you will determine the Document Categories to be imported into athenaOne and map them to athenahealth’s acceptable values in Aesto’s DataCapture Platform.
Document Mapping Video
Typical Timing | 1 Week
We ask that you complete Document Categories mapping decisions within 1 WEEK of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document Categories mapping decisions in Aesto’s DataCapture Platform.
AESTO
athenahealth
Document Conversion
athenahealth requires all Documents to be in a PDF format. Based on the Document Categories mapped in Step 1, your dedicated Aesto team will convert the specified documents to PDFs for import into athenaOne.
Typical Timing | 1 to 2 Weeks
Typically, the Aesto team needs around 1 to 2 WEEKS to convert the Documents to PDFs. However, timelines may vary depending on the specifications of your legacy EHR system and the types of documents received (i.e., RTF, XMLs, etc.).
Who will be involved in this step?
CLIENT
AESTO
How?
- Convert specified Documents to PDFs.
athenahealth
Document Validation & Mapping
You will complete all mapping decisions for Document Labels and other relevant data points required for import into athenaOne.
Document Mapping Video
Typical Timing | 2 Business Days
We ask that you complete all Document mapping decisions within 2 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document mapping decisions.
AESTO
athenahealth
Document Delivery to athenahealth & athenaOne Preview Import
The Aesto team will deliver the Documents to athenahealth for import, and your athenahealth Imports Manager will import the Documents into a Preview (test) environment.
Typical Timing | 6 Business Days
Typically, your Aesto team needs 1 business day to deliver the Documents to athenahealth for import. Your athenahealth Imports Manager needs around 5 business days to import the Documents into Preview.
Who will be involved in this step?
CLIENT
AESTO
How?
- Deliver Documents to athenahealth for import.
athenahealth
How?
- Import Documents into Preview.
Document QA Testing in athenaOne Preview
During this step, you will conduct Quality Assurance (QA) testing on the Documents in athenaOne’s Preview environment.
Typical Timing | 5 Business Days
athenahealth asks that you complete this task within 5 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document QA Testing in athenaOne Preview.
AESTO
athenahealth
Import Documents to Live Environment
Your athenahealth Imports Project Manager will import the Documents into your athenaOne Production environment.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the Documents into Production.
Who will be involved in this step?
CLIENT
AESTO
athenahealth
How?
-
Import Documents into the live athenaOne Environment.
Primary Data Migration Phase | 10 WEEKS
Aesto Timeline: 6 Weeks | athenahealth Timeline: 4 Weeks
STEP 1
Project Kick-off Call
During your project kick-off call, your dedicated Aesto Health Project Manager will review your care center’s Statement of Work (SOW) and project timeline.
Meeting Duration | 60 Minutes
Scheduling Your Kick-off Call
Your Aesto Health Project Manager will email you to schedule your care center’s kick-off call.
Meeting Attendees
- Care Center Key Stakeholder(s)
- Care Center Main Contact(s)
- Care Center IT Resources
- athenahealth Implementation Project Manager
- athenahealth Imports Project Manager
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.
athenahealth
How?
- Attend the call.
- Answer questions.
athenaOne Go-Live
athenaOne Go-Live
At this time, your Aesto Health Project Manager will confirm your DataCapture Archive timeline with you.
Who will be involved in this step?
CLIENT
How?
- Ask any questions about the DataCapture Archive timeline.
AESTO
How?
- Provide details about the DataCapture Archive timeline.
athenahealth
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.
PLEASE NOTE: Clinical Information, Lab Results, and Documents are included in your post-go-live deliverables to athenaOne, if included in your project scope.
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 10 WEEKS before project completion. Your Aesto team will need at least 6 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 4 WEEKS before project completion.
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 migration on track.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data after charting is completed post-go-live, at least 10 WEEKS before project completion.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
MPI Cleanup & Archive Initiation
MPI Cleanup
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.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- 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 | 2 WEEKS
Typically, your dedicated Aesto team needs around 2 WEEKS to load your Clinical data into the DataCapture Archive.
Documents (if in scope)
Timing is dependent on the volume of Documents and the specifications of your legacy EHR system. Your Documents timeline will be determined upon retrieval of your Backup and the completion of a Documents Assessment meeting with your dedicated Aesto team.
Important Information About Archiving Documents
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 Archive (if in scope).
Who will be involved in this step?
CLIENT
How?
- Attend the MPI Cleanup training call.
- Perform MPI Cleanup.
- Attend Documents Assessment meeting (if in scope).
AESTO
How?
- Conduct the MPI Cleanup training.
- Load client’s data into the DataCapture Archive.
- Lead Documents Assessment meeting (if in scope).
athenahealth
STEP 4
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Before data mapping can begin, you must complete table builds with your athenahealth Onboarding Team to configure your athenaOne Production environment. This process involves setting up departments, providers, appointment types, and other essential components. Typically, table build work for the client and athenahealth takes 1 business day to complete.
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Collaborate with your athenahealth Onboarding Team on table build configurations.
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
How?
- Work with the client on table build configurations for their athenaOne Production environment.
STEP 5
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if detailed in your project scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import & QA Testing
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if detailed in your project scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Archive QA Testing
Your dedicated Aesto team will initiate Quality Assurance (QA) testing on the Clinical data and Documents in the DataCapture Archive. 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 archive.
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 archive.
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 archive.
The DataCapture Archive is the only environment where QA testing can be conducted on Documents before they are prepared for import to athenaOne. Any issues found after files are sent to athenaOne will extend your project timeline and cause duplication of efforts across all teams.
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.
For detailed information on the steps following Archive QA Testing for documents, please refer to the Document Import Phase.
Who will be involved in this step?
CLIENT
How?
- Attend QA Training call.
- Perform Imports and Archive QA Testing.
- Document any Archive issues found in DataCapture.
AESTO
How?
- Conduct Archive QA Testing.
- Lead QA Training call.
athenahealth
How?
- Import the data to Preview.
- Perform QA Testing.
- Provide information to the client about QA Testing and Preview Environment access.
STEP 7
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the data to your athenaOne Production environment.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
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?
- Sign Project Approval Form.
AESTO
How?
- Send Project Approval Form for signature.
athenahealth
How?
- Import the data into live athenaOne Environment.
Demographic and Structured Clinical Data Imports Complete
Discovery Call
During this introductory call, you will meet with one of Aesto's Account Executives to discuss your data migration 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 care center
- A team member who can talk about how your care center 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 migration needs.
athenahealth
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 migration assessment.
Aesto’s standard BAA is sent through ZohoSign, an electronic signature platform. This agreement MUST be signed before attending your Aesto data migration 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 migration 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.
athenahealth
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 migration 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.
athenahealth
Project Resourcing
Aesto will begin assigning resources to your project, including a dedicated Project Manager, a Project Associate, and Data Services resources.
It is essential that you review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices to be prepared for your upcoming migration.
Typical Timing | 2 Weeks
After the SOW and MSA are signed, Aesto will assign resources for your project around 2 WEEKS before or immediately following your athenaOne go-live date.
Who will be involved in this step?
CLIENT
How?
- Review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices.
AESTO
How?
- Assign project resources.
athenahealth
|
Project Kick-off Call
During your project kick-off call, your dedicated Aesto Health Project Manager will review your care center’s Statement of Work (SOW) and project timeline.
Meeting Duration | 60 Minutes
Scheduling Your Kick-off Call
Your Aesto Health Project Manager will email you to schedule your care center’s kick-off call.
Meeting Attendees
- Care Center Key Stakeholder(s)
- Care Center Main Contact(s)
- Care Center IT Resources
- athenahealth Implementation Project Manager
- athenahealth Imports Project Manager
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.
athenahealth
How?
- Attend the call.
- Answer questions.
athenaOne Go-Live
At this time, your Aesto Health Project Manager will confirm your DataCapture Archive timeline with you.
Who will be involved in this step?
CLIENT
How?
- Ask any questions about the DataCapture Archive timeline.
AESTO
How?
- Provide details about the DataCapture Archive timeline.
athenahealth
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.
PLEASE NOTE: Clinical Information, Lab Results, and Documents are included in your post-go-live deliverables to athenaOne, if included in your project scope.
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 10 WEEKS before project completion. Your Aesto team will need at least 6 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 4 WEEKS before project completion.
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 migration on track.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data after charting is completed post-go-live, at least 10 WEEKS before project completion.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
MPI Cleanup
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.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- 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 | 2 WEEKS
Typically, your dedicated Aesto team needs around 2 WEEKS to load your Clinical data into the DataCapture Archive.
Documents (if in scope)
Timing is dependent on the volume of Documents and the specifications of your legacy EHR system. Your Documents timeline will be determined upon retrieval of your Backup and the completion of a Documents Assessment meeting with your dedicated Aesto team.
Important Information About Archiving Documents
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 Archive (if in scope).
Who will be involved in this step?
CLIENT
How?
- Attend the MPI Cleanup training call.
- Perform MPI Cleanup.
- Attend Documents Assessment meeting (if in scope).
AESTO
How?
- Conduct the MPI Cleanup training.
- Load client’s data into the DataCapture Archive.
- Lead Documents Assessment meeting (if in scope).
athenahealth
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Before data mapping can begin, you must complete table builds with your athenahealth Onboarding Team to configure your athenaOne Production environment. This process involves setting up departments, providers, appointment types, and other essential components. Typically, table build work for the client and athenahealth takes 1 business day to complete.
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Collaborate with your athenahealth Onboarding Team on table build configurations.
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
How?
- Work with the client on table build configurations for their athenaOne Production environment.
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if detailed in your project scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if detailed in your project scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Archive QA Testing
Your dedicated Aesto team will initiate Quality Assurance (QA) testing on the Clinical data and Documents in the DataCapture Archive. 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 archive.
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 archive.
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 archive.
The DataCapture Archive is the only environment where QA testing can be conducted on Documents before they are prepared for import to athenaOne. Any issues found after files are sent to athenaOne will extend your project timeline and cause duplication of efforts across all teams.
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.
For detailed information on the steps following Archive QA Testing for documents, please refer to the Document Import Phase.
Who will be involved in this step?
CLIENT
How?
- Attend QA Training call.
- Perform Imports and Archive QA Testing.
- Document any Archive issues found in DataCapture.
AESTO
How?
- Conduct Archive QA Testing.
- Lead QA Training call.
athenahealth
How?
- Import the data to Preview.
- Perform QA Testing.
- Provide information to the client about QA Testing and Preview Environment access.
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the data to your athenaOne Production environment.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
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?
- Sign Project Approval Form.
AESTO
How?
- Send Project Approval Form for signature.
athenahealth
How?
- Import the data into live athenaOne Environment.
|
Document Categories Mapping
After you complete Quality Assurance (QA) testing on the Documents in the DataCapture Archive, you will then proceed with the partner data migration process. During this step, you will determine the Document Categories to be imported into athenaOne and map them to athenahealth’s acceptable values in Aesto’s DataCapture Platform.
Document Mapping Video
Typical Timing | 1 Week
We ask that you complete Document Categories mapping decisions within 1 WEEK of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document Categories mapping decisions in Aesto’s DataCapture Platform.
AESTO
athenahealth
Document Conversion
athenahealth requires all Documents to be in a PDF format. Based on the Document Categories mapped in Step 1, your dedicated Aesto team will convert the specified documents to PDFs for import into athenaOne.
Typical Timing | 1 to 2 Weeks
Typically, the Aesto team needs around 1 to 2 WEEKS to convert the Documents to PDFs. However, timelines may vary depending on the specifications of your legacy EHR system and the types of documents received (i.e., RTF, XMLs, etc.).
Who will be involved in this step?
CLIENT
AESTO
How?
- Convert specified Documents to PDFs.
athenahealth
Document Validation & Mapping
You will complete all mapping decisions for Document Labels and other relevant data points required for import into athenaOne.
Document Mapping Video
Typical Timing | 2 Business Days
We ask that you complete all Document mapping decisions within 2 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document mapping decisions.
AESTO
athenahealth
Document Delivery to athenahealth & athenaOne Preview Import
The Aesto team will deliver the Documents to athenahealth for import, and your athenahealth Imports Manager will import the Documents into a Preview (test) environment.
Typical Timing | 6 Business Days
Typically, your Aesto team needs 1 business day to deliver the Documents to athenahealth for import. Your athenahealth Imports Manager needs around 5 business days to import the Documents into Preview.
Who will be involved in this step?
CLIENT
AESTO
How?
- Deliver Documents to athenahealth for import.
athenahealth
How?
- Import Documents into Preview.
Document QA Testing in athenaOne Preview
During this step, you will conduct Quality Assurance (QA) testing on the Documents in athenaOne’s Preview environment.
Typical Timing | 5 Business Days
athenahealth asks that you complete this task within 5 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document QA Testing in athenaOne Preview.
AESTO
athenahealth
Import Documents to Live Environment
Your athenahealth Imports Project Manager will import the Documents into your athenaOne Production environment.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the Documents into Production.
Who will be involved in this step?
CLIENT
AESTO
athenahealth
How?
-
Import Documents into the live athenaOne Environment.
Document Import Phase | STEPS
STEP 1
Document Categories Mapping
Document Categories Mapping
After you complete Quality Assurance (QA) testing on the Documents in the DataCapture Archive, you will then proceed with the partner data migration process. During this step, you will determine the Document Categories to be imported into athenaOne and map them to athenahealth’s acceptable values in Aesto’s DataCapture Platform.
Document Mapping Video
Typical Timing | 1 Week
We ask that you complete Document Categories mapping decisions within 1 WEEK of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document Categories mapping decisions in Aesto’s DataCapture Platform.
AESTO
athenahealth
STEP 2
Document Conversion
Document Conversion
athenahealth requires all Documents to be in a PDF format. Based on the Document Categories mapped in Step 1, your dedicated Aesto team will convert the specified documents to PDFs for import into athenaOne.
Typical Timing | 1 to 2 Weeks
Typically, the Aesto team needs around 1 to 2 WEEKS to convert the Documents to PDFs. However, timelines may vary depending on the specifications of your legacy EHR system and the types of documents received (i.e., RTF, XMLs, etc.).
Who will be involved in this step?
CLIENT
AESTO
How?
- Convert specified Documents to PDFs.
athenahealth
STEP 3
Document Validation & Mapping
Document Validation & Mapping
You will complete all mapping decisions for Document Labels and other relevant data points required for import into athenaOne.
Document Mapping Video
Typical Timing | 2 Business Days
We ask that you complete all Document mapping decisions within 2 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document mapping decisions.
AESTO
athenahealth
STEP 4
Document Delivery to athenahealth & athenaOne Preview Import
Document Delivery to athenahealth & athenaOne Preview Import
The Aesto team will deliver the Documents to athenahealth for import, and your athenahealth Imports Manager will import the Documents into a Preview (test) environment.
Typical Timing | 6 Business Days
Typically, your Aesto team needs 1 business day to deliver the Documents to athenahealth for import. Your athenahealth Imports Manager needs around 5 business days to import the Documents into Preview.
Who will be involved in this step?
CLIENT
AESTO
How?
- Deliver Documents to athenahealth for import.
athenahealth
How?
- Import Documents into Preview.
Document QA Testing in athenaOne Preview
Document QA Testing in athenaOne Preview
During this step, you will conduct Quality Assurance (QA) testing on the Documents in athenaOne’s Preview environment.
Typical Timing | 5 Business Days
athenahealth asks that you complete this task within 5 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document QA Testing in athenaOne Preview.
AESTO
athenahealth
STEP 6
Import Documents to Live Environment
Import Documents to Live Environment
Your athenahealth Imports Project Manager will import the Documents into your athenaOne Production environment.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the Documents into Production.
Who will be involved in this step?
CLIENT
AESTO
athenahealth
How?
-
Import Documents into the live athenaOne Environment.
Project Complete
Discovery Call
During this introductory call, you will meet with one of Aesto's Account Executives to discuss your data migration 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 care center
- A team member who can talk about how your care center 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 migration needs.
athenahealth
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 migration assessment.
Aesto’s standard BAA is sent through ZohoSign, an electronic signature platform. This agreement MUST be signed before attending your Aesto data migration 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 migration 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.
athenahealth
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 migration 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.
athenahealth
Project Resourcing
Aesto will begin assigning resources to your project, including a dedicated Project Manager, a Project Associate, and Data Services resources.
It is essential that you review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices to be prepared for your upcoming migration.
Typical Timing | 2 Weeks
After the SOW and MSA are signed, Aesto will assign resources for your project around 2 WEEKS before or immediately following your athenaOne go-live date.
Who will be involved in this step?
CLIENT
How?
- Review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices.
AESTO
How?
- Assign project resources.
athenahealth
|
Project Kick-off Call
During your project kick-off call, your dedicated Aesto Health Project Manager will review your care center’s Statement of Work (SOW) and project timeline.
Meeting Duration | 60 Minutes
Scheduling Your Kick-off Call
Your Aesto Health Project Manager will email you to schedule your care center’s kick-off call.
Meeting Attendees
- Care Center Key Stakeholder(s)
- Care Center Main Contact(s)
- Care Center IT Resources
- athenahealth Implementation Project Manager
- athenahealth Imports Project Manager
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.
athenahealth
How?
- Attend the call.
- Answer questions.
athenaOne Go-Live
At this time, your Aesto Health Project Manager will confirm your DataCapture Archive timeline with you.
Who will be involved in this step?
CLIENT
How?
- Ask any questions about the DataCapture Archive timeline.
AESTO
How?
- Provide details about the DataCapture Archive timeline.
athenahealth
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.
PLEASE NOTE: Clinical Information, Lab Results, and Documents are included in your post-go-live deliverables to athenaOne, if included in your project scope.
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 10 WEEKS before project completion. Your Aesto team will need at least 6 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 4 WEEKS before project completion.
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 migration on track.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data after charting is completed post-go-live, at least 10 WEEKS before project completion.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
MPI Cleanup
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.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- 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 | 2 WEEKS
Typically, your dedicated Aesto team needs around 2 WEEKS to load your Clinical data into the DataCapture Archive.
Documents (if in scope)
Timing is dependent on the volume of Documents and the specifications of your legacy EHR system. Your Documents timeline will be determined upon retrieval of your Backup and the completion of a Documents Assessment meeting with your dedicated Aesto team.
Important Information About Archiving Documents
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 Archive (if in scope).
Who will be involved in this step?
CLIENT
How?
- Attend the MPI Cleanup training call.
- Perform MPI Cleanup.
- Attend Documents Assessment meeting (if in scope).
AESTO
How?
- Conduct the MPI Cleanup training.
- Load client’s data into the DataCapture Archive.
- Lead Documents Assessment meeting (if in scope).
athenahealth
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Before data mapping can begin, you must complete table builds with your athenahealth Onboarding Team to configure your athenaOne Production environment. This process involves setting up departments, providers, appointment types, and other essential components. Typically, table build work for the client and athenahealth takes 1 business day to complete.
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Collaborate with your athenahealth Onboarding Team on table build configurations.
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
How?
- Work with the client on table build configurations for their athenaOne Production environment.
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if detailed in your project scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if detailed in your project scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Archive QA Testing
Your dedicated Aesto team will initiate Quality Assurance (QA) testing on the Clinical data and Documents in the DataCapture Archive. 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 archive.
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 archive.
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 archive.
The DataCapture Archive is the only environment where QA testing can be conducted on Documents before they are prepared for import to athenaOne. Any issues found after files are sent to athenaOne will extend your project timeline and cause duplication of efforts across all teams.
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.
For detailed information on the steps following Archive QA Testing for documents, please refer to the Document Import Phase.
Who will be involved in this step?
CLIENT
How?
- Attend QA Training call.
- Perform Imports and Archive QA Testing.
- Document any Archive issues found in DataCapture.
AESTO
How?
- Conduct Archive QA Testing.
- Lead QA Training call.
athenahealth
How?
- Import the data to Preview.
- Perform QA Testing.
- Provide information to the client about QA Testing and Preview Environment access.
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the data to your athenaOne Production environment.
PLEASE NOTE: Clinical Information, Lab Results, & Documents are included in your post-go-live deliverables if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
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?
- Sign Project Approval Form.
AESTO
How?
- Send Project Approval Form for signature.
athenahealth
How?
- Import the data into live athenaOne Environment.
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Document Categories Mapping
After you complete Quality Assurance (QA) testing on the Documents in the DataCapture Archive, you will then proceed with the partner data migration process. During this step, you will determine the Document Categories to be imported into athenaOne and map them to athenahealth’s acceptable values in Aesto’s DataCapture Platform.
Document Mapping Video
Typical Timing | 1 Week
We ask that you complete Document Categories mapping decisions within 1 WEEK of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document Categories mapping decisions in Aesto’s DataCapture Platform.
AESTO
athenahealth
Document Conversion
athenahealth requires all Documents to be in a PDF format. Based on the Document Categories mapped in Step 1, your dedicated Aesto team will convert the specified documents to PDFs for import into athenaOne.
Typical Timing | 1 to 2 Weeks
Typically, the Aesto team needs around 1 to 2 WEEKS to convert the Documents to PDFs. However, timelines may vary depending on the specifications of your legacy EHR system and the types of documents received (i.e., RTF, XMLs, etc.).
Who will be involved in this step?
CLIENT
AESTO
How?
- Convert specified Documents to PDFs.
athenahealth
Document Validation & Mapping
You will complete all mapping decisions for Document Labels and other relevant data points required for import into athenaOne.
Document Mapping Video
Typical Timing | 2 Business Days
We ask that you complete all Document mapping decisions within 2 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document mapping decisions.
AESTO
athenahealth
Document Delivery to athenahealth & athenaOne Preview Import
The Aesto team will deliver the Documents to athenahealth for import, and your athenahealth Imports Manager will import the Documents into a Preview (test) environment.
Typical Timing | 6 Business Days
Typically, your Aesto team needs 1 business day to deliver the Documents to athenahealth for import. Your athenahealth Imports Manager needs around 5 business days to import the Documents into Preview.
Who will be involved in this step?
CLIENT
AESTO
How?
- Deliver Documents to athenahealth for import.
athenahealth
How?
- Import Documents into Preview.
Document QA Testing in athenaOne Preview
During this step, you will conduct Quality Assurance (QA) testing on the Documents in athenaOne’s Preview environment.
Typical Timing | 5 Business Days
athenahealth asks that you complete this task within 5 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Complete Document QA Testing in athenaOne Preview.
AESTO
athenahealth
Import Documents to Live Environment
Your athenahealth Imports Project Manager will import the Documents into your athenaOne Production environment.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the Documents into Production.
Who will be involved in this step?
CLIENT
AESTO
athenahealth
How?
-
Import Documents into the live athenaOne Environment.