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 Practice Fusion below, along with the typical turnaround timing for receiving database backups from Practice Fusion.
Discrete, Clinical Data
Complexity Rating
LOW
Document Conversion
Complexity Rating
LOW
Typical Timing
CSVs + C-CDAs
ON DEMAND
A Practice Fusion data export (CSVs + C-CDAs) can be provided ON DEMAND.
In our experience, we have found that extracting Clinical data and Documents from Practice Fusion is straightforward. However, the data available from C-CDAs is more limited in scope.
Data Delivery Methods
Methods for delivering your eCW 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 Practice Fusion, 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 Exports from Practice Fusion
Practice Fusion will provide the data export to you upon request.
This data export includes:
- One .csv file that includes: Demographics, Provider Info, SOAP notes, Insurance, Appointments, Medication History, Allergies, PMH, Advance Directive, and Immunizations
- One folder that includes all documents ever uploaded into Practice Fusion.
Files (Excel workbook; documents, which are exported in the same format in which the user uploads them) provided are an industry standard, and the export process cannot be customized or modified in any way.
PLEASE NOTE: Messages, Lab Results, Schedule, and Superbills are not included in the export.
In Aesto’s experience with Practice Fusion, there has been no additional cost for a second export.
Bulk Export of C-CDA Files
For C-CDA files, you will need to create a user login for the Aesto team.
Because there is some lead time to be expected from Practice Fusion for the full data export, the Aesto user login in the Practice Fusion EHR allows the team to export C-CDA files and a patient demographics list in bulk.
The C-CDA export allows Aesto to parse out many clinical data points without having to wait for Practice Fusion to deliver the .csv files.
PLEASE NOTE: This bulk export does not replace the need for the data export from Practice Fusion.
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 Practice Fusion 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.