Tips for a Successful Migration to MEDITECH'S Scanning and Archiving (SCA)

June 2019 | Steve Leroux, Director of MIS Services

Thought Leadership, Partners, Data Preservation & Migration

Forward Advantage has been performing MEDITECH conversions since 2010. To date, we have completed more than 200 projects (converting over 2 billion files from dozens of systems). Additionally, Forward Advantage’s Find-It solution was co-developed with MEDITECH to provide optical character recognition for MEDITECH Business Office documents.

There are many factors to keep in mind when migrating legacy documents into MEDITECH’s Scanning and Archiving (SCA). There are certain critical success factors that must be considered regardless of whether you are migrating from a previous MEDITECH platform or a third-party vendor, along with a series of questions that should be asked up front.

It is also essential to educate yourself on available resources, such as optical character recognition and alternate storage options for overflow documents, that will allow you to maximize your investment. 
The list of tips below is a helpful starting point for your MEDITECH SCA migration. As with all migration projects, migrating legacy documents can be a lengthy, in-depth process, but we hope these 4 tips will help your project launch in the right direction.


1. Identify Critical Success Factors

Migrating years’ worth of important data into MEDITECH’s SCA is not a project to be taken lightly. It involves extensive planning and testing, and, even then, it won’t be successful unless the following critical success factors are considered:
• Departmental involvement
•  Stakeholder and team member alignment
•  Involvement from applicable staff
Timing for maintaining data
Regulatory and legal perspectives
Legacy application consideration
Systems included in the project scope

2. Know the Facts

MEDITECH provides a number of inbound conversions for historical documents from other vendors. Outsourcing your migration to a vendor who is familiar with MEDITECH and these conversions simplifies the process. However, it is important to note that there will always be complications due to the complexity of these projects.
Also, conversions may take a long time to complete. The volume of data to be migrated, availability of resources, and overall complexity of the project all play a role in determining the time frame. Lastly, perfection costs money and time. Organizations can’t typically afford to handle these types of migrations in-house.

3. Ask Questions

Even the most prepared organizations will run into complications with their migration. This is a fact due to the complexity and scope of these projects.
However, it is possible to minimize these complications by asking yourself the right kind of questions up front. 
What kind of data do you have?
             o  Archives - Patient? Business Office?
             o Images -  Patient? Business Office?
What systems need to be converted?
             o How is the data stored?
             o How many documents/pages are there?
How much archiving has been done?
How do you want to access the data? eChart? EMR?
What is your data retention policy?
o Does it make sense to import all documents or be selective?
o Can an exception be made to the policy for the conversion?

4. Test Until You're Satisfied

How many images should be tested? This is a common question from organizations undergoing a migration. In short, organization should test until they feel satisfied. For large conversions, it is simply not practical to test 100 percent of the images. Testing should include a range of images (the oldest, most recent, and a lot of what falls in the middle).
The list below provides a breakdown of sample sizes to be tested:
Small sample (images for 10 patients or less)
Medium Sample (10,000 images)
Larger Samples (250,000-500,000 images)
 Once images are loaded in LIVE it is difficult to make corrections. Gaining confidence in the results achieved through thorough testing is crucial.
Unfortunately, all migrations will likely run into complications during the project, and while it's near impossible to avoid all unexpected hurdles, we hope the tips above help prepare you to handle obstacles when they do arise.
If you're interested in learning more about how to prepare for your migration project, download our whitepaper outlining options for handling your legacy data. There are lots of options out there and finding the right solution for your organization is the first key to success.
Migration Whitepaper Image
Download the whitepaper, "What do I do with my legacy EHR Data?" to learn more helpful tips for a successful migration. 

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