Implementing a New System
A Solid Data Plan Sets the Foundation.
Whether you’re replacing your EHR, ERP, or business system, Harmony Healthcare IT helps extract, reconcile, convert, and retain data—securely and accurately.
Use Cases & Supported Transitions
Clinical Systems
Acute, ambulatory, specialty EHRs/EMRs, etc.
Financial Systems
Legacy billing platforms, ERP conversions, and more
Business Systems
HR, fixed assets GL/AP, payroll, supply chain, and more
Your Data, Handled from Start to Finish
Implementing a new system is a significant operational milestone. A sound data management plan can minimize gaps in access, compliance risks, and disruption. Our team works with you each step of the way to ensure you keep what matters—accessible, accurate, and secure– in the most efficient manner.
1. Consultation
- Recommendations based on application inventory to convert and archive.
- Expertise on timing and best practices based on thousands of completed project .
2. Data Extraction
- Extract or receive the data from legacy systems across clinical, financial, and business departments.
- Structured and unstructured data (including scanned images, discrete fields, and documents).
3. Data Migration & Conversion
- MPI Reconciliation addresses duplicate patient records.
- Convert data per requirements to your new system in usable formats, tailored to vendor requirements (e.g., Epic, Oracle Health, MEDITECH).
- Format mapping, normalization, testing, and validation.
4. System Go Live
- Coordinated go-live of new system.
- Continuous monitoring and improvement.
5. Data Archiving
- Archive all data to ensure compliance and availability.
- Accessible to users via HealthData Archiver®. HealthData Locker™ is available for data not requiring a user interface access.
- Planning for archive should happen concurrently with the new system implementation.
Why Choose Harmony Healthcare IT?
500+ Clients
Across the healthcare continuum trust our expertise in data management.
HITRUST Certified
Ensuring we meet the highest standards in data protection and security.
700+ Software Brands
We have experience with successfully extracting, migrating, and archiving data.
KLAS Rated
Consistently ranked highly in the data archiving category.
Implementing A New System
Why a Thoughtful Data Strategy Matters
This process is often associated with moving to a new EHR and applies to financial or business systems. Harmony Healthcare IT ensures your records are handled securely and efficiently throughout your transition, whether converting key data to the new system or migrating the rest to an active archive.
FAQ
What data should move vs. be archived?
Only the most clinically relevant and actionable data should move to the new system—such as current problems, allergies, medications, immunizations (PAMI), and recent encounters. Everything else, including older, inactive records, can be safely archived in a solution like HealthData Archiver®. This reduces migration complexity and cost, while ensuring the full historical record is still accessible when needed.
How far back should clinical data go?
It depends on clinical use cases, organizational policies, and state/federal regulations. Most providers move 2–3 years of recent clinical data to the new EHR, especially for active patients. Harmony works with clients to define a timeline that balances clinical relevance, compliance, and cost-efficiency.
What about scanned documents and PDFs?
Scanned images and PDFs are typically archived, not migrated, especially when they can’t be structured or mapped into the new system. Harmony extracts and indexes these documents within the archiving solution, making them searchable by patient and document type.
How do you ensure users can still access historical info?
Harmony provides role-based, secure access to archived data via HealthData Archiver®. Users can retrieve historical information through a standalone portal, SSO integration within the EHR, or even via a legacy record indicator in the patient’s chart. There is no need to maintain legacy systems just to look up old charts.
What if you need data for audits or compliance after go-live?
Archived data is fully compliant with HIPAA and retention regulations, and Harmony builds in tools to support audit trails, legal holds, and certified record releases. You’ll have ongoing access to the complete patient or financial history for as long as required—without keeping outdated systems running.
Key Resources
Learn more about implementing a new system with these resources from our blog.
