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 Veradigm EHR below, along with the typical turnaround timing for receiving database backups from Veradigm.
Discrete, Clinical Data
Complexity Rating
HIGH
Document Conversion
Complexity Rating
HIGH
Typical Timing
Standard Deconversion Export
8 Weeks
In our experience, we have found that extracting Clinical data and Documents from Veradigm EHR is difficult.
The expected lead time to receive the data files from Veradigm is 8 WEEKS.
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 Veradigm, 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.
Database Backup Options
Standard Deconversion
If hosted by Veradigm, you are eligible for a Standard Deconversion Export, delivered by Veradigm directly to your care center.
This option produces a limited set of tables and zipped backup files from which Aesto is able to produce an archive of discrete data and documents.
A standard deconversion comes at a cost payable to Veradigm. The Veradigm team will provide you with a formal outline of the expectation upon their request.
It is important to note that Aesto Health cannot request a deconversion export to Veradigm on your behalf. The Aesto team can lend expertise if further help is needed.
Database Backup (Preferred)
For clients that have direct access to their servers, Aesto needs a standard SQL database backup:
The standard CLINICALS database name for a Veradigm .bak file is EMR.
The standard FINANCIAL (or Practice Management) database for a Veradigm .bak file is Ntier.
These databases may have a client name or initial after the database name, such as ‘Ntier_ChartCapture’ or ‘Ntier_CC.’
It is important to note that within each database, there are several schemas. The primary clinical schema in EMR is HPSITE, while the primary financial schema within Ntier is PM.
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 Veradigm EHR 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.