We’ve Done IT Before: EHR Report Migration and Development for Surgical Module Implementation

The client: A busy hospital, implementing a surgical scheduling and tracking module for their existing Electronic Healthcare Record (EHR) system, as a replacement for their existing standalone surgical system.

The challenge: Migrate dozens of surgical reports from the standalone system to the new module, while simultaneously integrating them with existing EHR data and accommodating changes to both the underlying data structure and the data entry workflow.

Operational needs required that the bulk of the reports had to be available at implementation, lending additional urgency to the project by compressing the time available for analysis and development.

The solution: MMY provided an expert in database structures, data analysis, and reporting, who had extensive experience in producing custom reports in the client’s base EHR environment. This analyst worked in collaboration with the client’s project team to define the scope of the work to be done, and to extract specific requirements for implementation. This was done through detailed examination of the existing system’s reports and data structures, combined with extensive discussions of the existing surgical application’s managers and end users.

Reporting standards and templates were defined to support both known and anticipated reporting and analysis requirements, and were set up to be consistent with the client’s existing development practices. In the course of initial reports development, data mapping between the old and new systems was performed, with some remapping of fields in the new system being defined to accommodate capturing data as it had been defined in the old system.

System monitoring was performed during implementation and beyond to ensure that data collection and dissemination processes were both timely and correct. System issues were addressed as they arose, and development patterns and processes were refined based on the experience gained in resolving the issues.

The results: Users and managers had access to surgical scheduling and performance data as and when they needed it, and were able to request and obtain adjustments to content and layout with minimal turnaround times.