Aesto Health handles healthcare data migrations for practices switching to athenahealth.
Trusted by over 41,000 healthcare executives, providers, and support staff.
Aesto Health and athenahealth have collaborated on EHR transitions for over 11 years, migrating tens of millions of patient records for practices switching to athenahealth.
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Aesto Health Delivers More Speed in EHR Migrations with DataCapture Version 4.5 Release
Aesto Health Enhances Implementation Capacity Through Strategic Partnership with 121G
Aesto Health’s Implementation Team Reaches 40% Personnel Growth in Just 16 Weeks
Patient Insurance is now available for Standard Imports into athenaOne.
Visit History will soon be added to Premium Import Deliverables.
Client Expectations Include:
- The client will collaborate with Aesto to determine whether patient insurance imports should be included in their data conversion project.
- The client will review the import file in athenahealth’s Preview environment.
- The client will QA the patient insurance data in athenahealth’s Preview environment.
- Upon QA sign-off, the file will be imported to athenahealth’s Production environment.
Aesto and athenahealth announce a single, integrated project plan.
Aesto’s operations leadership is working hand-in-hand with athenahealth’s operations team on a single, integrated project plan for our clients.
This joint approach, including shared vernacular and timelines, will lead to clear expectations during onboarding, consolidated project calls, and enhanced efficiency throughout the project journey.
Aesto’s Data Mapping Services (DMS) significantly increases data import success rates for athenaOne.
- Aesto’s robust data validation tools analyze the client’s legacy data to determine what is compatible with athenaOne’s specifications.
- Aesto’s dedicated team of data engineers has completed mappings across millions of data points for all import categories accepted by athenahealth.
- Clients who undertake data mapping typically attain a 20 – 30% lower import success rate using our tools. This contrast in success rates is attributed to the specialized expertise and proficiency of Aesto’s data mapping experts within our platform.
Aesto prioritizes data access and consistent resourcing assignments for recurring clients, such as MSOs.
Rapidly growing healthcare organizations using athenaOne have a dedicated Aesto Client Success Manager to ensure data migrations go smoothly for new facilities acquired, refining processes with each new project.
- AllianceChicago
- Allied Digestive Health
- Consensus Health
- Geode Health
- InnovaCare
- Unified Women’s Healthcare
- United Musculoskeletal Partners
What Can Aesto Import Into athenaOne?
Aesto’s import specifications to athenaOne are provided by athenahealth.
Import File Preparation Parameters
Criteria for Patients to be Eligible in an Import File Preparation (Lookback Period)
- Active Patients: athenahealth defines an active patient as an individual with completed Encounters or Visits in the last three years. Only patients who are active are considered eligible for import.
- Clinical Data: All historical data for the import categories in scope will be imported to athenaOne for active patients, no matter during which visit that data was captured. You will work with your dedicated Aesto team to define parameters around the data points for active patients imported to athenaOne.
- Documents: For active patients who have completed Visits in the last three years, documents dated in the last five years are eligible for import into athenaOne.
Data Eligible for Import:
Collector
Clinical
Premium
- Demographics
- Future Appointments
- Appointment Ticklers
- Referring Providers
- Patient Insurance (*Excluded for FQHC)
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- Documents
- Lab Results
Patient Insurance is now available for Standard Imports into athenaOne.
Visit History will soon be added to Premium Import Deliverables
In addition to the data imported into athenahealth, any other patient history will be stored in the Aesto Data Archive. This will enable your clients to decommission their Legacy EHR and retain access to the complete patient history.
Contact Aesto Health to Request Current Pricing
Two-Pull Implementation Model
Aesto and athenahealth's Standard Model | Moderate Speed & Average Data Gap Periods
Client/Aesto Involvement: Orange | Client/athenahealth Involvement: Purple
Data Strategy Phase | STEPS
STEP 1
Discovery Call
Discovery Call
During this introductory call, you will meet with one of Aesto's Account Executives to discuss your data migration needs and how we can help. You will also learn more about Aesto’s services and tools.
Meeting Duration | 30 to 60 minutes
Meeting Attendees
- A decision maker at your care center
- A team member who can talk about how your care center uses your legacy EHR system
- A representative of your clinical staff, such as a provider (optional)
*If appropriate staff members cannot attend this meeting, we can arrange a follow-up call or record the call.
Who will be involved in this step?
CLIENT
How?
- Schedule Call
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Ask and answer questions about data migration needs.
athenahealth
STEP 2
BAA Signed & Assessment
BAA Signed & Assessment
The assessment will ensure that Aesto Health understands how your care center uses and charts in your legacy EHR system so we can set proper expectations for your project.
Before the assessment, you will be asked to sign a Business Associate Agreement (BAA) authorizing Aesto to discuss your care center’s clinical data and view samples during your data migration assessment.
Aesto’s standard BAA is sent through ZohoSign, an electronic signature platform. This agreement MUST be signed before attending your Aesto data migration assessment.
If your organization prefers that Aesto sign your standard BAA, please send it to your Aesto Account Executive for review.
During this assessment call, you will be asked to share your screen and walk Aesto through a patient chart in your legacy EHR system. We will confirm the project deliverables for your data migration project during the call.
Meeting Duration | 60 to 90 minutes
Meeting Attendees
- A team member authorized to make decisions about the clinical data to be extracted from your legacy EHR system
- A decision maker regarding the practice management data to be extracted from your legacy EHR system, including demographics and appointments
- A technical team member who will address questions regarding where the data is hosted and how Aesto Health will obtain access to the data throughout the project
Who will be involved in this step?
CLIENT
How?
- Sign the BAA.
- Schedule Assessment
- Determine meeting attendees.
- Present legacy EHR system during the call.
AESTO
How?
- Send the BAA via ZohoSign for signature.
- Confirm deliverables for the project.
- Ask questions about the client’s legacy system.
athenahealth
STEP 3
SOW & MSA Signed
SOW & MSA Signed
You will be asked to sign a Statement of Work (SOW) and a Master Services Agreement (MSA) BEFORE your project kick-off call.
The SOW will detail pricing and deliverables for your data migration project.
Aesto will send you these documents for electronic signature via ZohoSign.
Who will be involved in this step?
CLIENT
How?
- Sign the SOW and MSA.
AESTO
How?
- Send the SOW and MSA for signature via ZohoSign.
athenahealth
STEP 4
Project Resourcing
Project Resourcing
Aesto will begin assigning resources to your project, including a dedicated Project Manager, a Project Associate, and Data Services resources.
It is essential that you review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices to be prepared for your upcoming migration.
Typical Timing | 1 to 2 Weeks
After the SOW and MSA are signed, the Aesto team will need around 1 to 2 WEEKS to assign resources for your project. Resources must be assigned for your project at least 12 to 14 WEEKS before your athenaOne go-live date.
Who will be involved in this step?
CLIENT
How?
- Review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices.
AESTO
How?
- Assign project resources.
athenahealth
Discovery Call
During this introductory call, you will meet with one of Aesto's Account Executives to discuss your data migration needs and how we can help. You will also learn more about Aesto’s services and tools.
Meeting Duration | 30 to 60 minutes
Meeting Attendees
- A decision maker at your care center
- A team member who can talk about how your care center uses your legacy EHR system
- A representative of your clinical staff, such as a provider (optional)
*If appropriate staff members cannot attend this meeting, we can arrange a follow-up call or record the call.
Who will be involved in this step?
CLIENT
How?
- Schedule Call
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Ask and answer questions about data migration needs.
athenahealth
BAA Signed & Assessment
The assessment will ensure that Aesto Health understands how your care center uses and charts in your legacy EHR system so we can set proper expectations for your project.
Before the assessment, you will be asked to sign a Business Associate Agreement (BAA) authorizing Aesto to discuss your care center’s clinical data and view samples during your data migration assessment.
Aesto’s standard BAA is sent through ZohoSign, an electronic signature platform. This agreement MUST be signed before attending your Aesto data migration assessment.
If your organization prefers that Aesto sign your standard BAA, please send it to your Aesto Account Executive for review.
During this assessment call, you will be asked to share your screen and walk Aesto through a patient chart in your legacy EHR system. We will confirm the project deliverables for your data migration project during the call.
Meeting Duration | 60 to 90 minutes
Meeting Attendees
- A team member authorized to make decisions about the clinical data to be extracted from your legacy EHR system
- A decision maker regarding the practice management data to be extracted from your legacy EHR system, including demographics and appointments
- A technical team member who will address questions regarding where the data is hosted and how Aesto Health will obtain access to the data throughout the project
Who will be involved in this step?
CLIENT
How?
- Sign the BAA.
- Schedule Assessment
- Determine meeting attendees.
- Present legacy EHR system during the call.
AESTO
How?
- Send the BAA via ZohoSign for signature.
- Confirm deliverables for the project.
- Ask questions about the client’s legacy system.
athenahealth
SOW & MSA Signed
You will be asked to sign a Statement of Work (SOW) and a Master Services Agreement (MSA) BEFORE your project kick-off call.
The SOW will detail pricing and deliverables for your data migration project.
Aesto will send you these documents for electronic signature via ZohoSign.
Who will be involved in this step?
CLIENT
How?
- Sign the SOW and MSA.
AESTO
How?
- Send the SOW and MSA for signature via ZohoSign.
athenahealth
Project Resourcing
Aesto will begin assigning resources to your project, including a dedicated Project Manager, a Project Associate, and Data Services resources.
It is essential that you review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices to be prepared for your upcoming migration.
Typical Timing | 1 to 2 Weeks
After the SOW and MSA are signed, the Aesto team will need around 1 to 2 WEEKS to assign resources for your project. Resources must be assigned for your project at least 12 to 14 WEEKS before your athenaOne go-live date.
Who will be involved in this step?
CLIENT
How?
- Review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices.
AESTO
How?
- Assign project resources.
athenahealth
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Project Kick-off Call
During your project kick-off call, your dedicated Aesto Health Project Manager will review your care center’s Statement of Work (SOW) and project timeline.
Meeting Duration | 60 Minutes
Scheduling Your Kick-off Call
Your Aesto Health Project Manager will email you to schedule your care center’s kick-off call.
Meeting Attendees
- Care Center Key Stakeholder(s)
- Care Center Main Contact(s)
- Care Center IT Resources
- athenahealth Implementation Project Manager
- athenahealth Imports Project Manager
Who will be involved in this step?
CLIENT
How?
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Schedule the kick-off call via email.
- Review the SOW and project timeline.
- Answer questions.
athenahealth
How?
- Attend the call.
- Answer questions.
Deliver Legacy EHR Data
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 10 WEEKS before your scheduled athenaOne go-live date. Your Aesto team will need at least 6 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 4 WEEKS before you go live.
Data Delivery Disclaimers
Each EHR vendor has different turnaround times for extracting data, which can vary based on the volume of data and documents. It is imperative that you confirm the optimal data delivery timeline with your dedicated Aesto Project Manager to keep your migration on track and avoid potential delays to your athenaOne go-live date.
Determine Your Ideal Data Delivery Date
Based on the typical timing outlined, calculate when you need to deliver your legacy data to Aesto Health.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data at least 10 WEEKS before go-live.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
MPI Cleanup
Your team will be asked to use Aesto’s Master Patient Index (MPI) Cleanup tool to merge duplicate patient records.
Who is responsible for this task?
Typically, a clerical staff member (i.e., front office staff) performs this task.
How long does MPI Cleanup typically take?
We ask that your care center completes MPI Cleanup within 2 to 3 business days from the time of assignment.
Your dedicated Aesto Project Associate will schedule a 30-minute training call with the appropriate team member(s) to walk through our MPI Cleanup process.
Important Information About MPI Cleanup
- For care centers with multiple provider groups, it is important to determine if these groups should have access to the same patient charts BEFORE you complete MPI Cleanup.
- This decision is essential because your dedicated Aesto team will identify the specific data points needed for each provider group.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- Please Note: Separating provider groups after completing MPI Cleanup will impact your overall project timeline.
MPI Cleanup Video
Who will be involved in this step?
CLIENT
How?
- Attend the MPI Cleanup training call.
- Perform MPI Cleanup.
AESTO
How?
- Conduct the MPI Cleanup training.
athenahealth
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Before data mapping can begin, you must complete table builds with your athenahealth Onboarding Team to configure your athenaOne Production environment. This process involves setting up departments, providers, appointment types, and other essential components. Typically, table build work for the client and athenahealth takes 1 business day to complete.
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Collaborate with your athenahealth Onboarding Team on table build configurations.
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
How?
- Work with the client on table build configurations for their athenaOne Production environment.
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth. The data delivered to athenahealth includes Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Under normal circumstances, Aesto MUST deliver Practice Management (PM) data to athenahealth for import at least 5 WEEKS before you go live and Clinical data at least 4 WEEKS before your go-live date.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
The data delivered to athenahealth includes Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Who will be involved in this step?
CLIENT
How?
- Perform QA Testing.
AESTO
athenahealth
How?
- Import the data to Preview.
- Perform QA testing.
- Provide information to the client about QA Testing and Preview Environment access.
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the Demographics, Appointments, and Clinical Information to your athenaOne Production environment.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
Who will be involved in this step?
CLIENT
AESTO
athenahealth
How?
- Import the data into live athenaOne Environment.
athenaOne Go-Live
At this time, your Aesto Health Project Manager will confirm your DataCapture Archive timeline with you.
Who will be involved in this step?
CLIENT
How?
- Ask any questions about the DataCapture Archive timeline.
AESTO
How?
- Provide details about the DataCapture Archive timeline.
athenahealth
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Deliver Legacy EHR Data
Your legacy EHR data must be delivered to Aesto once charting is completed post-go-live. Typically, providers need at least 2 WEEKS to close out their charting.
Aesto Health will use this backup to update Demographics, Appointments, and Clinical Information from the primary back-up. This is also the lone dataset for importing Lab Results and Documents into athenaOne, if included in your project scope.
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 5 WEEKS before project completion. Your Aesto team will need at least 3 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 2 WEEKS before project completion.
Data Delivery Disclaimers
Each EHR vendor has different turnaround times for extracting data, which can vary based on the volume of data and documents. It is imperative that you confirm the optimal data delivery timeline with your dedicated Aesto Project Manager to keep your migration on track.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data after charting is completed post-go-live, at least 5 WEEKS before project completion.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
MPI Cleanup
Your team will be asked to use Aesto’s Master Patient Index (MPI) Cleanup tool to merge duplicate patient records.
Who is responsible for this task?
Typically, a clerical staff member (i.e., front office staff) performs this task.
How long does MPI Cleanup typically take?
We ask that your care center completes MPI Cleanup within 2 to 3 business days from the time of assignment.
Important Information About MPI Cleanup
- For care centers with multiple provider groups, it is important to determine if these groups should have access to the same patient charts BEFORE you complete MPI Cleanup.
- This decision is essential because your dedicated Aesto team will identify the specific data points needed for each provider group.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- Please Note: Separating provider groups after completing MPI Cleanup will impact your overall project timeline.
MPI Cleanup Video
Archive Initiation
At this time, your DataCapture Archive timeline will be finalized, and your Aesto team will begin loading data to your portal.
Typical Timing
Clinical Data | 2 WEEKS
Typically, your dedicated Aesto team needs around 2 WEEKS to load your Clinical data into the DataCapture Archive.
Documents (if in scope)
Timing is dependent on the volume of Documents and the specifications of your legacy EHR system. Your Documents timeline will be determined upon retrieval of your Final Backup and the completion of a Documents Assessment meeting with your dedicated Aesto team.
Important Information About Archiving Documents
It is important to note that healthcare documents can be highly complex due to the dispersion of data across multiple systems in different formats and varying definitions. These factors greatly affect the timing to load documents in your DataCapture Archive (if in scope).
Who will be involved in this step?
CLIENT
How?
- Perform MPI Cleanup.
- Attend Documents Assessment meeting (if in scope).
AESTO
How?
- Load client’s data into the DataCapture Archive.
- Lead Documents Assessment meeting (if in scope).
athenahealth
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth. The data delivered to athenahealth includes a refresh of Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing on the refreshed Demographics, Appointments, and Clinical Information.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Archive QA Testing
Your dedicated Aesto team will initiate Quality Assurance (QA) testing on the Clinical data and Documents in the DataCapture Archive. Once completed, your Aesto team will conduct a 30-minute Archive QA training session for you on Microsoft Teams. Following this training, you will begin QA testing on the Clinical data and Documents in the archive.
Typical Timing
Clinical Data | 2 WEEKS
The Aesto team typically needs around 1 WEEK to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Clinical data in the archive.
Documents | 2 to 3 WEEKS
The Aesto team typically needs around 1 to 2 WEEKS to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Documents in the archive.
The DataCapture Archive is the only environment where QA testing can be conducted on Documents before they are prepared for import to athenaOne. Any issues found after files are sent to athenaOne will extend your project timeline and cause duplication of efforts across all teams.
Please Note: It is important that you document any issues in DataCapture for both Clinical data and Documents as they are found. This will help keep your archive implementation on track.
For detailed information on the steps following Archive QA Testing for documents, please refer to the Document Import Phase.
Who will be involved in this step?
CLIENT
How?
- Attend QA Training call.
- Perform Imports and Archive QA Testing.
- Document any Archive issues found in DataCapture.
AESTO
How?
- Conduct Archive QA Testing.
- Lead QA Training call.
athenahealth
How?
- Import the data to Preview.
- Perform QA Testing.
- Provide information to the client about QA Testing and Preview Environment access.
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the refreshed Demographics, Appointments, and Clinical Information to your athenaOne Production environment.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
Sign Project Approval Form
Once your DataCapture Archive implementation is completed, you will receive a project approval form. Signing this form confirms that you have thoroughly reviewed all deliverables in the archive.
Typical Timing | 3 Business Days
We ask that you sign the project approval form within 3 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Sign Project Approval Form.
AESTO
How?
- Send Project Approval Form for signature.
athenahealth
How?
- Import the data into live athenaOne Environment.
Primary Data Migration Phase | 10 WEEKS
Aesto Timeline: 6 Weeks | athenahealth Timeline: 4 Weeks
STEP 1
Project Kick-off Call
During your project kick-off call, your dedicated Aesto Health Project Manager will review your care center’s Statement of Work (SOW) and project timeline.
Meeting Duration | 60 Minutes
Scheduling Your Kick-off Call
Your Aesto Health Project Manager will email you to schedule your care center’s kick-off call.
Meeting Attendees
- Care Center Key Stakeholder(s)
- Care Center Main Contact(s)
- Care Center IT Resources
- athenahealth Implementation Project Manager
- athenahealth Imports Project Manager
Who will be involved in this step?
CLIENT
How?
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Schedule the kick-off call via email.
- Review the SOW and project timeline.
- Answer questions.
athenahealth
How?
- Attend the call.
- Answer questions.
Deliver Legacy EHR Data
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 10 WEEKS before your scheduled athenaOne go-live date. Your Aesto team will need at least 6 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 4 WEEKS before you go live.
Data Delivery Disclaimers
Each EHR vendor has different turnaround times for extracting data, which can vary based on the volume of data and documents. It is imperative that you confirm the optimal data delivery timeline with your dedicated Aesto Project Manager to keep your migration on track and avoid potential delays to your athenaOne go-live date.
Determine Your Ideal Data Delivery Date
Based on the typical timing outlined, calculate when you need to deliver your legacy data to Aesto Health.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data at least 10 WEEKS before go-live.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
MPI Cleanup
Your team will be asked to use Aesto’s Master Patient Index (MPI) Cleanup tool to merge duplicate patient records.
Who is responsible for this task?
Typically, a clerical staff member (i.e., front office staff) performs this task.
How long does MPI Cleanup typically take?
We ask that your care center completes MPI Cleanup within 2 to 3 business days from the time of assignment.
Your dedicated Aesto Project Associate will schedule a 30-minute training call with the appropriate team member(s) to walk through our MPI Cleanup process.
Important Information About MPI Cleanup
- For care centers with multiple provider groups, it is important to determine if these groups should have access to the same patient charts BEFORE you complete MPI Cleanup.
- This decision is essential because your dedicated Aesto team will identify the specific data points needed for each provider group.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- Please Note: Separating provider groups after completing MPI Cleanup will impact your overall project timeline.
MPI Cleanup Video
Who will be involved in this step?
CLIENT
How?
- Attend the MPI Cleanup training call.
- Perform MPI Cleanup.
AESTO
How?
- Conduct the MPI Cleanup training.
athenahealth
STEP 4
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Before data mapping can begin, you must complete table builds with your athenahealth Onboarding Team to configure your athenaOne Production environment. This process involves setting up departments, providers, appointment types, and other essential components. Typically, table build work for the client and athenahealth takes 1 business day to complete.
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Collaborate with your athenahealth Onboarding Team on table build configurations.
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
How?
- Work with the client on table build configurations for their athenaOne Production environment.
STEP 5
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth. The data delivered to athenahealth includes Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Under normal circumstances, Aesto MUST deliver Practice Management (PM) data to athenahealth for import at least 5 WEEKS before you go live and Clinical data at least 4 WEEKS before your go-live date.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
The data delivered to athenahealth includes Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Who will be involved in this step?
CLIENT
How?
- Perform QA Testing.
AESTO
athenahealth
How?
- Import the data to Preview.
- Perform QA testing.
- Provide information to the client about QA Testing and Preview Environment access.
STEP 7
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the Demographics, Appointments, and Clinical Information to your athenaOne Production environment.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
Who will be involved in this step?
CLIENT
AESTO
athenahealth
How?
- Import the data into live athenaOne Environment.
athenaOne Go-Live
athenaOne Go-Live
At this time, your Aesto Health Project Manager will confirm your DataCapture Archive timeline with you.
Who will be involved in this step?
CLIENT
How?
- Ask any questions about the DataCapture Archive timeline.
AESTO
How?
- Provide details about the DataCapture Archive timeline.
athenahealth
Discovery Call
During this introductory call, you will meet with one of Aesto's Account Executives to discuss your data migration needs and how we can help. You will also learn more about Aesto’s services and tools.
Meeting Duration | 30 to 60 minutes
Meeting Attendees
- A decision maker at your care center
- A team member who can talk about how your care center uses your legacy EHR system
- A representative of your clinical staff, such as a provider (optional)
*If appropriate staff members cannot attend this meeting, we can arrange a follow-up call or record the call.
Who will be involved in this step?
CLIENT
How?
- Schedule Call
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Ask and answer questions about data migration needs.
athenahealth
BAA Signed & Assessment
The assessment will ensure that Aesto Health understands how your care center uses and charts in your legacy EHR system so we can set proper expectations for your project.
Before the assessment, you will be asked to sign a Business Associate Agreement (BAA) authorizing Aesto to discuss your care center’s clinical data and view samples during your data migration assessment.
Aesto’s standard BAA is sent through ZohoSign, an electronic signature platform. This agreement MUST be signed before attending your Aesto data migration assessment.
If your organization prefers that Aesto sign your standard BAA, please send it to your Aesto Account Executive for review.
During this assessment call, you will be asked to share your screen and walk Aesto through a patient chart in your legacy EHR system. We will confirm the project deliverables for your data migration project during the call.
Meeting Duration | 60 to 90 minutes
Meeting Attendees
- A team member authorized to make decisions about the clinical data to be extracted from your legacy EHR system
- A decision maker regarding the practice management data to be extracted from your legacy EHR system, including demographics and appointments
- A technical team member who will address questions regarding where the data is hosted and how Aesto Health will obtain access to the data throughout the project
Who will be involved in this step?
CLIENT
How?
- Sign the BAA.
- Schedule Assessment
- Determine meeting attendees.
- Present legacy EHR system during the call.
AESTO
How?
- Send the BAA via ZohoSign for signature.
- Confirm deliverables for the project.
- Ask questions about the client’s legacy system.
athenahealth
SOW & MSA Signed
You will be asked to sign a Statement of Work (SOW) and a Master Services Agreement (MSA) BEFORE your project kick-off call.
The SOW will detail pricing and deliverables for your data migration project.
Aesto will send you these documents for electronic signature via ZohoSign.
Who will be involved in this step?
CLIENT
How?
- Sign the SOW and MSA.
AESTO
How?
- Send the SOW and MSA for signature via ZohoSign.
athenahealth
Project Resourcing
Aesto will begin assigning resources to your project, including a dedicated Project Manager, a Project Associate, and Data Services resources.
It is essential that you review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices to be prepared for your upcoming migration.
Typical Timing | 1 to 2 Weeks
After the SOW and MSA are signed, the Aesto team will need around 1 to 2 WEEKS to assign resources for your project. Resources must be assigned for your project at least 12 to 14 WEEKS before your athenaOne go-live date.
Who will be involved in this step?
CLIENT
How?
- Review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices.
AESTO
How?
- Assign project resources.
athenahealth
|
Project Kick-off Call
During your project kick-off call, your dedicated Aesto Health Project Manager will review your care center’s Statement of Work (SOW) and project timeline.
Meeting Duration | 60 Minutes
Scheduling Your Kick-off Call
Your Aesto Health Project Manager will email you to schedule your care center’s kick-off call.
Meeting Attendees
- Care Center Key Stakeholder(s)
- Care Center Main Contact(s)
- Care Center IT Resources
- athenahealth Implementation Project Manager
- athenahealth Imports Project Manager
Who will be involved in this step?
CLIENT
How?
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Schedule the kick-off call via email.
- Review the SOW and project timeline.
- Answer questions.
athenahealth
How?
- Attend the call.
- Answer questions.
Deliver Legacy EHR Data
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 10 WEEKS before your scheduled athenaOne go-live date. Your Aesto team will need at least 6 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 4 WEEKS before you go live.
Data Delivery Disclaimers
Each EHR vendor has different turnaround times for extracting data, which can vary based on the volume of data and documents. It is imperative that you confirm the optimal data delivery timeline with your dedicated Aesto Project Manager to keep your migration on track and avoid potential delays to your athenaOne go-live date.
Determine Your Ideal Data Delivery Date
Based on the typical timing outlined, calculate when you need to deliver your legacy data to Aesto Health.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data at least 10 WEEKS before go-live.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
MPI Cleanup
Your team will be asked to use Aesto’s Master Patient Index (MPI) Cleanup tool to merge duplicate patient records.
Who is responsible for this task?
Typically, a clerical staff member (i.e., front office staff) performs this task.
How long does MPI Cleanup typically take?
We ask that your care center completes MPI Cleanup within 2 to 3 business days from the time of assignment.
Your dedicated Aesto Project Associate will schedule a 30-minute training call with the appropriate team member(s) to walk through our MPI Cleanup process.
Important Information About MPI Cleanup
- For care centers with multiple provider groups, it is important to determine if these groups should have access to the same patient charts BEFORE you complete MPI Cleanup.
- This decision is essential because your dedicated Aesto team will identify the specific data points needed for each provider group.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- Please Note: Separating provider groups after completing MPI Cleanup will impact your overall project timeline.
MPI Cleanup Video
Who will be involved in this step?
CLIENT
How?
- Attend the MPI Cleanup training call.
- Perform MPI Cleanup.
AESTO
How?
- Conduct the MPI Cleanup training.
athenahealth
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Before data mapping can begin, you must complete table builds with your athenahealth Onboarding Team to configure your athenaOne Production environment. This process involves setting up departments, providers, appointment types, and other essential components. Typically, table build work for the client and athenahealth takes 1 business day to complete.
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Collaborate with your athenahealth Onboarding Team on table build configurations.
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
How?
- Work with the client on table build configurations for their athenaOne Production environment.
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth. The data delivered to athenahealth includes Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Under normal circumstances, Aesto MUST deliver Practice Management (PM) data to athenahealth for import at least 5 WEEKS before you go live and Clinical data at least 4 WEEKS before your go-live date.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
The data delivered to athenahealth includes Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Who will be involved in this step?
CLIENT
How?
- Perform QA Testing.
AESTO
athenahealth
How?
- Import the data to Preview.
- Perform QA testing.
- Provide information to the client about QA Testing and Preview Environment access.
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the Demographics, Appointments, and Clinical Information to your athenaOne Production environment.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
Who will be involved in this step?
CLIENT
AESTO
athenahealth
How?
- Import the data into live athenaOne Environment.
athenaOne Go-Live
At this time, your Aesto Health Project Manager will confirm your DataCapture Archive timeline with you.
Who will be involved in this step?
CLIENT
How?
- Ask any questions about the DataCapture Archive timeline.
AESTO
How?
- Provide details about the DataCapture Archive timeline.
athenahealth
|
Deliver Legacy EHR Data
Your legacy EHR data must be delivered to Aesto once charting is completed post-go-live. Typically, providers need at least 2 WEEKS to close out their charting.
Aesto Health will use this backup to update Demographics, Appointments, and Clinical Information from the primary back-up. This is also the lone dataset for importing Lab Results and Documents into athenaOne, if included in your project scope.
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 5 WEEKS before project completion. Your Aesto team will need at least 3 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 2 WEEKS before project completion.
Data Delivery Disclaimers
Each EHR vendor has different turnaround times for extracting data, which can vary based on the volume of data and documents. It is imperative that you confirm the optimal data delivery timeline with your dedicated Aesto Project Manager to keep your migration on track.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data after charting is completed post-go-live, at least 5 WEEKS before project completion.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
MPI Cleanup
Your team will be asked to use Aesto’s Master Patient Index (MPI) Cleanup tool to merge duplicate patient records.
Who is responsible for this task?
Typically, a clerical staff member (i.e., front office staff) performs this task.
How long does MPI Cleanup typically take?
We ask that your care center completes MPI Cleanup within 2 to 3 business days from the time of assignment.
Important Information About MPI Cleanup
- For care centers with multiple provider groups, it is important to determine if these groups should have access to the same patient charts BEFORE you complete MPI Cleanup.
- This decision is essential because your dedicated Aesto team will identify the specific data points needed for each provider group.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- Please Note: Separating provider groups after completing MPI Cleanup will impact your overall project timeline.
MPI Cleanup Video
Archive Initiation
At this time, your DataCapture Archive timeline will be finalized, and your Aesto team will begin loading data to your portal.
Typical Timing
Clinical Data | 2 WEEKS
Typically, your dedicated Aesto team needs around 2 WEEKS to load your Clinical data into the DataCapture Archive.
Documents (if in scope)
Timing is dependent on the volume of Documents and the specifications of your legacy EHR system. Your Documents timeline will be determined upon retrieval of your Final Backup and the completion of a Documents Assessment meeting with your dedicated Aesto team.
Important Information About Archiving Documents
It is important to note that healthcare documents can be highly complex due to the dispersion of data across multiple systems in different formats and varying definitions. These factors greatly affect the timing to load documents in your DataCapture Archive (if in scope).
Who will be involved in this step?
CLIENT
How?
- Perform MPI Cleanup.
- Attend Documents Assessment meeting (if in scope).
AESTO
How?
- Load client’s data into the DataCapture Archive.
- Lead Documents Assessment meeting (if in scope).
athenahealth
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth. The data delivered to athenahealth includes a refresh of Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing on the refreshed Demographics, Appointments, and Clinical Information.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Archive QA Testing
Your dedicated Aesto team will initiate Quality Assurance (QA) testing on the Clinical data and Documents in the DataCapture Archive. Once completed, your Aesto team will conduct a 30-minute Archive QA training session for you on Microsoft Teams. Following this training, you will begin QA testing on the Clinical data and Documents in the archive.
Typical Timing
Clinical Data | 2 WEEKS
The Aesto team typically needs around 1 WEEK to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Clinical data in the archive.
Documents | 2 to 3 WEEKS
The Aesto team typically needs around 1 to 2 WEEKS to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Documents in the archive.
The DataCapture Archive is the only environment where QA testing can be conducted on Documents before they are prepared for import to athenaOne. Any issues found after files are sent to athenaOne will extend your project timeline and cause duplication of efforts across all teams.
Please Note: It is important that you document any issues in DataCapture for both Clinical data and Documents as they are found. This will help keep your archive implementation on track.
For detailed information on the steps following Archive QA Testing for documents, please refer to the Document Import Phase.
Who will be involved in this step?
CLIENT
How?
- Attend QA Training call.
- Perform Imports and Archive QA Testing.
- Document any Archive issues found in DataCapture.
AESTO
How?
- Conduct Archive QA Testing.
- Lead QA Training call.
athenahealth
How?
- Import the data to Preview.
- Perform QA Testing.
- Provide information to the client about QA Testing and Preview Environment access.
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the refreshed Demographics, Appointments, and Clinical Information to your athenaOne Production environment.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
Sign Project Approval Form
Once your DataCapture Archive implementation is completed, you will receive a project approval form. Signing this form confirms that you have thoroughly reviewed all deliverables in the archive.
Typical Timing | 3 Business Days
We ask that you sign the project approval form within 3 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Sign Project Approval Form.
AESTO
How?
- Send Project Approval Form for signature.
athenahealth
How?
- Import the data into live athenaOne Environment.
Final Data Migration Phase | 8 WEEKS
Aesto Timeline: 4 Weeks | athenahealth Timeline: 4 Weeks
STEP 1
Deliver Legacy EHR Data
Your legacy EHR data must be delivered to Aesto once charting is completed post-go-live. Typically, providers need at least 2 WEEKS to close out their charting.
Aesto Health will use this backup to update Demographics, Appointments, and Clinical Information from the primary back-up. This is also the lone dataset for importing Lab Results and Documents into athenaOne, if included in your project scope.
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 5 WEEKS before project completion. Your Aesto team will need at least 3 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 2 WEEKS before project completion.
Data Delivery Disclaimers
Each EHR vendor has different turnaround times for extracting data, which can vary based on the volume of data and documents. It is imperative that you confirm the optimal data delivery timeline with your dedicated Aesto Project Manager to keep your migration on track.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data after charting is completed post-go-live, at least 5 WEEKS before project completion.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
STEP 2
MPI Cleanup & Archive Initiation
MPI Cleanup
Your team will be asked to use Aesto’s Master Patient Index (MPI) Cleanup tool to merge duplicate patient records.
Who is responsible for this task?
Typically, a clerical staff member (i.e., front office staff) performs this task.
How long does MPI Cleanup typically take?
We ask that your care center completes MPI Cleanup within 2 to 3 business days from the time of assignment.
Important Information About MPI Cleanup
- For care centers with multiple provider groups, it is important to determine if these groups should have access to the same patient charts BEFORE you complete MPI Cleanup.
- This decision is essential because your dedicated Aesto team will identify the specific data points needed for each provider group.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- Please Note: Separating provider groups after completing MPI Cleanup will impact your overall project timeline.
MPI Cleanup Video
Archive Initiation
At this time, your DataCapture Archive timeline will be finalized, and your Aesto team will begin loading data to your portal.
Typical Timing
Clinical Data | 2 WEEKS
Typically, your dedicated Aesto team needs around 2 WEEKS to load your Clinical data into the DataCapture Archive.
Documents (if in scope)
Timing is dependent on the volume of Documents and the specifications of your legacy EHR system. Your Documents timeline will be determined upon retrieval of your Final Backup and the completion of a Documents Assessment meeting with your dedicated Aesto team.
Important Information About Archiving Documents
It is important to note that healthcare documents can be highly complex due to the dispersion of data across multiple systems in different formats and varying definitions. These factors greatly affect the timing to load documents in your DataCapture Archive (if in scope).
Who will be involved in this step?
CLIENT
How?
- Perform MPI Cleanup.
- Attend Documents Assessment meeting (if in scope).
AESTO
How?
- Load client’s data into the DataCapture Archive.
- Lead Documents Assessment meeting (if in scope).
athenahealth
STEP 3
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
STEP 4
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth. The data delivered to athenahealth includes a refresh of Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing on the refreshed Demographics, Appointments, and Clinical Information.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Archive QA Testing
Your dedicated Aesto team will initiate Quality Assurance (QA) testing on the Clinical data and Documents in the DataCapture Archive. Once completed, your Aesto team will conduct a 30-minute Archive QA training session for you on Microsoft Teams. Following this training, you will begin QA testing on the Clinical data and Documents in the archive.
Typical Timing
Clinical Data | 2 WEEKS
The Aesto team typically needs around 1 WEEK to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Clinical data in the archive.
Documents | 2 to 3 WEEKS
The Aesto team typically needs around 1 to 2 WEEKS to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Documents in the archive.
The DataCapture Archive is the only environment where QA testing can be conducted on Documents before they are prepared for import to athenaOne. Any issues found after files are sent to athenaOne will extend your project timeline and cause duplication of efforts across all teams.
Please Note: It is important that you document any issues in DataCapture for both Clinical data and Documents as they are found. This will help keep your archive implementation on track.
For detailed information on the steps following Archive QA Testing for documents, please refer to the Document Import Phase.
Who will be involved in this step?
CLIENT
How?
- Attend QA Training call.
- Perform Imports and Archive QA Testing.
- Document any Archive issues found in DataCapture.
AESTO
How?
- Conduct Archive QA Testing.
- Lead QA Training call.
athenahealth
How?
- Import the data to Preview.
- Perform QA Testing.
- Provide information to the client about QA Testing and Preview Environment access.
STEP 6
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the refreshed Demographics, Appointments, and Clinical Information to your athenaOne Production environment.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
Sign Project Approval Form
Once your DataCapture Archive implementation is completed, you will receive a project approval form. Signing this form confirms that you have thoroughly reviewed all deliverables in the archive.
Typical Timing | 3 Business Days
We ask that you sign the project approval form within 3 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Sign Project Approval Form.
AESTO
How?
- Send Project Approval Form for signature.
athenahealth
How?
- Import the data into live athenaOne Environment.
Demographic and Structured Clinical Data Imports Complete
Click HERE if you want to learn more about archiving patient billing data.
Discovery Call
During this introductory call, you will meet with one of Aesto's Account Executives to discuss your data migration needs and how we can help. You will also learn more about Aesto’s services and tools.
Meeting Duration | 30 to 60 minutes
Meeting Attendees
- A decision maker at your care center
- A team member who can talk about how your care center uses your legacy EHR system
- A representative of your clinical staff, such as a provider (optional)
*If appropriate staff members cannot attend this meeting, we can arrange a follow-up call or record the call.
Who will be involved in this step?
CLIENT
How?
- Schedule Call
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Ask and answer questions about data migration needs.
athenahealth
BAA Signed & Assessment
The assessment will ensure that Aesto Health understands how your care center uses and charts in your legacy EHR system so we can set proper expectations for your project.
Before the assessment, you will be asked to sign a Business Associate Agreement (BAA) authorizing Aesto to discuss your care center’s clinical data and view samples during your data migration assessment.
Aesto’s standard BAA is sent through ZohoSign, an electronic signature platform. This agreement MUST be signed before attending your Aesto data migration assessment.
If your organization prefers that Aesto sign your standard BAA, please send it to your Aesto Account Executive for review.
During this assessment call, you will be asked to share your screen and walk Aesto through a patient chart in your legacy EHR system. We will confirm the project deliverables for your data migration project during the call.
Meeting Duration | 60 to 90 minutes
Meeting Attendees
- A team member authorized to make decisions about the clinical data to be extracted from your legacy EHR system
- A decision maker regarding the practice management data to be extracted from your legacy EHR system, including demographics and appointments
- A technical team member who will address questions regarding where the data is hosted and how Aesto Health will obtain access to the data throughout the project
Who will be involved in this step?
CLIENT
How?
- Sign the BAA.
- Schedule Assessment
- Determine meeting attendees.
- Present legacy EHR system during the call.
AESTO
How?
- Send the BAA via ZohoSign for signature.
- Confirm deliverables for the project.
- Ask questions about the client’s legacy system.
athenahealth
SOW & MSA Signed
You will be asked to sign a Statement of Work (SOW) and a Master Services Agreement (MSA) BEFORE your project kick-off call.
The SOW will detail pricing and deliverables for your data migration project.
Aesto will send you these documents for electronic signature via ZohoSign.
Who will be involved in this step?
CLIENT
How?
- Sign the SOW and MSA.
AESTO
How?
- Send the SOW and MSA for signature via ZohoSign.
athenahealth
Project Resourcing
Aesto will begin assigning resources to your project, including a dedicated Project Manager, a Project Associate, and Data Services resources.
It is essential that you review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices to be prepared for your upcoming migration.
Typical Timing | 1 to 2 Weeks
After the SOW and MSA are signed, the Aesto team will need around 1 to 2 WEEKS to assign resources for your project. Resources must be assigned for your project at least 12 to 14 WEEKS before your athenaOne go-live date.
Who will be involved in this step?
CLIENT
How?
- Review Aesto’s Keys to Smooth Sailing and Gap Management Best Practices.
AESTO
How?
- Assign project resources.
athenahealth
|
Project Kick-off Call
During your project kick-off call, your dedicated Aesto Health Project Manager will review your care center’s Statement of Work (SOW) and project timeline.
Meeting Duration | 60 Minutes
Scheduling Your Kick-off Call
Your Aesto Health Project Manager will email you to schedule your care center’s kick-off call.
Meeting Attendees
- Care Center Key Stakeholder(s)
- Care Center Main Contact(s)
- Care Center IT Resources
- athenahealth Implementation Project Manager
- athenahealth Imports Project Manager
Who will be involved in this step?
CLIENT
How?
- Determine meeting attendees.
- Be on time for the call.
- Ask questions!
AESTO
How?
- Schedule the kick-off call via email.
- Review the SOW and project timeline.
- Answer questions.
athenahealth
How?
- Attend the call.
- Answer questions.
Deliver Legacy EHR Data
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 10 WEEKS before your scheduled athenaOne go-live date. Your Aesto team will need at least 6 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 4 WEEKS before you go live.
Data Delivery Disclaimers
Each EHR vendor has different turnaround times for extracting data, which can vary based on the volume of data and documents. It is imperative that you confirm the optimal data delivery timeline with your dedicated Aesto Project Manager to keep your migration on track and avoid potential delays to your athenaOne go-live date.
Determine Your Ideal Data Delivery Date
Based on the typical timing outlined, calculate when you need to deliver your legacy data to Aesto Health.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data at least 10 WEEKS before go-live.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
MPI Cleanup
Your team will be asked to use Aesto’s Master Patient Index (MPI) Cleanup tool to merge duplicate patient records.
Who is responsible for this task?
Typically, a clerical staff member (i.e., front office staff) performs this task.
How long does MPI Cleanup typically take?
We ask that your care center completes MPI Cleanup within 2 to 3 business days from the time of assignment.
Your dedicated Aesto Project Associate will schedule a 30-minute training call with the appropriate team member(s) to walk through our MPI Cleanup process.
Important Information About MPI Cleanup
- For care centers with multiple provider groups, it is important to determine if these groups should have access to the same patient charts BEFORE you complete MPI Cleanup.
- This decision is essential because your dedicated Aesto team will identify the specific data points needed for each provider group.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- Please Note: Separating provider groups after completing MPI Cleanup will impact your overall project timeline.
MPI Cleanup Video
Who will be involved in this step?
CLIENT
How?
- Attend the MPI Cleanup training call.
- Perform MPI Cleanup.
AESTO
How?
- Conduct the MPI Cleanup training.
athenahealth
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Before data mapping can begin, you must complete table builds with your athenahealth Onboarding Team to configure your athenaOne Production environment. This process involves setting up departments, providers, appointment types, and other essential components. Typically, table build work for the client and athenahealth takes 1 business day to complete.
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Collaborate with your athenahealth Onboarding Team on table build configurations.
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
How?
- Work with the client on table build configurations for their athenaOne Production environment.
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth. The data delivered to athenahealth includes Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Under normal circumstances, Aesto MUST deliver Practice Management (PM) data to athenahealth for import at least 5 WEEKS before you go live and Clinical data at least 4 WEEKS before your go-live date.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
The data delivered to athenahealth includes Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Who will be involved in this step?
CLIENT
How?
- Perform QA Testing.
AESTO
athenahealth
How?
- Import the data to Preview.
- Perform QA testing.
- Provide information to the client about QA Testing and Preview Environment access.
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the Demographics, Appointments, and Clinical Information to your athenaOne Production environment.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
Who will be involved in this step?
CLIENT
AESTO
athenahealth
How?
- Import the data into live athenaOne Environment.
athenaOne Go-Live
At this time, your Aesto Health Project Manager will confirm your DataCapture Archive timeline with you.
Who will be involved in this step?
CLIENT
How?
- Ask any questions about the DataCapture Archive timeline.
AESTO
How?
- Provide details about the DataCapture Archive timeline.
athenahealth
|
Deliver Legacy EHR Data
Your legacy EHR data must be delivered to Aesto once charting is completed post-go-live. Typically, providers need at least 2 WEEKS to close out their charting.
Aesto Health will use this backup to update Demographics, Appointments, and Clinical Information from the primary back-up. This is also the lone dataset for importing Lab Results and Documents into athenaOne, if included in your project scope.
Typical Timing
Under normal circumstances, your legacy EHR data MUST be delivered to Aesto at least 5 WEEKS before project completion. Your Aesto team will need at least 3 WEEKS to format your data for import, and Aesto MUST deliver your data to athenahealth at least 2 WEEKS before project completion.
Data Delivery Disclaimers
Each EHR vendor has different turnaround times for extracting data, which can vary based on the volume of data and documents. It is imperative that you confirm the optimal data delivery timeline with your dedicated Aesto Project Manager to keep your migration on track.
Who will be involved in this step?
CLIENT
How?
- Deliver legacy data after charting is completed post-go-live, at least 5 WEEKS before project completion.
AESTO
How?
- Assist with any legacy system questions.
athenahealth
MPI Cleanup
Your team will be asked to use Aesto’s Master Patient Index (MPI) Cleanup tool to merge duplicate patient records.
Who is responsible for this task?
Typically, a clerical staff member (i.e., front office staff) performs this task.
How long does MPI Cleanup typically take?
We ask that your care center completes MPI Cleanup within 2 to 3 business days from the time of assignment.
Important Information About MPI Cleanup
- For care centers with multiple provider groups, it is important to determine if these groups should have access to the same patient charts BEFORE you complete MPI Cleanup.
- This decision is essential because your dedicated Aesto team will identify the specific data points needed for each provider group.
- Separating patient data for provider groups will affect the volume of files sent to athenahealth for import.
- Please Note: Separating provider groups after completing MPI Cleanup will impact your overall project timeline.
MPI Cleanup Video
Archive Initiation
At this time, your DataCapture Archive timeline will be finalized, and your Aesto team will begin loading data to your portal.
Typical Timing
Clinical Data | 2 WEEKS
Typically, your dedicated Aesto team needs around 2 WEEKS to load your Clinical data into the DataCapture Archive.
Documents (if in scope)
Timing is dependent on the volume of Documents and the specifications of your legacy EHR system. Your Documents timeline will be determined upon retrieval of your Final Backup and the completion of a Documents Assessment meeting with your dedicated Aesto team.
Important Information About Archiving Documents
It is important to note that healthcare documents can be highly complex due to the dispersion of data across multiple systems in different formats and varying definitions. These factors greatly affect the timing to load documents in your DataCapture Archive (if in scope).
Who will be involved in this step?
CLIENT
How?
- Perform MPI Cleanup.
- Attend Documents Assessment meeting (if in scope).
AESTO
How?
- Load client’s data into the DataCapture Archive.
- Lead Documents Assessment meeting (if in scope).
athenahealth
Data Validation & Mapping
During Data Validation, Aesto’s robust tools analyze the data from your legacy system to determine what can be automatically converted to fit into your new system and what needs to be mapped to become compatible.
Any data that fails Aesto’s validation process must be mapped to your new EHR system’s specifications.
Click Here to Watch a Data Mapping Example Video
Data Mapping Factors
Data mapping is a tedious task requiring clinical knowledge and insight into how your new system is structured.
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.
Who is responsible for this task?
You can assign data mapping to a staff member OR allow Aesto’s experts to perform the task on your behalf.
Contact your Aesto Account Executive to determine the best decision for your care center.
Typical Timing | 5 Business Days
Who will be involved in this step?
CLIENT
How?
- Converse with Aesto on data mapping responsibilities.
- Determine who will be responsible for this task.
AESTO
How?
- Assist with any data mapping questions.
athenahealth
QA Testing & Data Delivery to athenahealth
Aesto will conduct internal Quality Assurance (QA) testing for the data being prepared for delivery to athenahealth. The data delivered to athenahealth includes a refresh of Demographics, Appointments, and Clinical Information.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
We MUST have access to your legacy EHR system to complete this step.
Typical Timing | 10 Business Days
The Aesto team typically needs around 5 business days to conduct internal QA for Practice Management data and another 5 business days for Clinical data before delivery to athenahealth for import.
Who will be involved in this step?
CLIENT
How?
- Ensure the Aesto team has access to your legacy EHR system.
AESTO
How?
- Perform QA testing.
- Deliver the data to athenahealth for import.
athenahealth
athenaOne Preview Import and QA Testing
Your athenahealth Imports Project Manager will import the data provided by Aesto Health to a Preview (test) environment for Quality Assurance (QA) testing on the refreshed Demographics, Appointments, and Clinical Information.
Your athenahealth Imports Project Manager will initiate QA testing in the athenaOne Preview environment. Once completed, your team will begin QA testing in Preview. athenahealth will provide information about when this task is due, how to access the Preview environment, and instructions for reviewing this data.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Typical Timing | 9 to 15 Business Days
Under normal circumstances, your athenahealth team needs around 3 to 5 business days to import the data to Preview in athenaOne. After the data is imported, athenahealth typically allows the care center 3 to 5 business days to complete QA testing in athenaOne Preview for Practice Management data and another 3 to 5 business days for Clinical data.
Archive QA Testing
Your dedicated Aesto team will initiate Quality Assurance (QA) testing on the Clinical data and Documents in the DataCapture Archive. Once completed, your Aesto team will conduct a 30-minute Archive QA training session for you on Microsoft Teams. Following this training, you will begin QA testing on the Clinical data and Documents in the archive.
Typical Timing
Clinical Data | 2 WEEKS
The Aesto team typically needs around 1 WEEK to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Clinical data in the archive.
Documents | 2 to 3 WEEKS
The Aesto team typically needs around 1 to 2 WEEKS to complete this task. Once completed, your team will then have 1 WEEK to conduct QA testing on the Documents in the archive.
The DataCapture Archive is the only environment where QA testing can be conducted on Documents before they are prepared for import to athenaOne. Any issues found after files are sent to athenaOne will extend your project timeline and cause duplication of efforts across all teams.
Please Note: It is important that you document any issues in DataCapture for both Clinical data and Documents as they are found. This will help keep your archive implementation on track.
For detailed information on the steps following Archive QA Testing for documents, please refer to the Document Import Phase.
Who will be involved in this step?
CLIENT
How?
- Attend QA Training call.
- Perform Imports and Archive QA Testing.
- Document any Archive issues found in DataCapture.
AESTO
How?
- Conduct Archive QA Testing.
- Lead QA Training call.
athenahealth
How?
- Import the data to Preview.
- Perform QA Testing.
- Provide information to the client about QA Testing and Preview Environment access.
Import Data to Production Environment
After QA testing is complete in athenaOne Preview, your athenahealth Imports Project Manager will import the refreshed Demographics, Appointments, and Clinical Information to your athenaOne Production environment.
PLEASE NOTE: Premium Imports (Lab Results & Documents) are included in your post-go-live deliverables, if in scope.
Your athenahealth Imports Project Manager will provide a timeline for this import.
Typical Timing | 3 to 5 Business Days
Typically, the athenahealth team needs around 3 to 5 business days to import the data to Production.
Sign Project Approval Form
Once your DataCapture Archive implementation is completed, you will receive a project approval form. Signing this form confirms that you have thoroughly reviewed all deliverables in the archive.
Typical Timing | 3 Business Days
We ask that you sign the project approval form within 3 business days of assignment.
Who will be involved in this step?
CLIENT
How?
- Sign Project Approval Form.
AESTO
How?
- Send Project Approval Form for signature.
athenahealth
How?
- Import the data into live athenaOne Environment.
Options: What Else Can I Outsource to Aesto?
Clinical Mapping & Validation
Any antiquated clinical codes found in your patient data must be mapped to modern standards. This is a required step for any EMR migration. The process for someone on your staff to manually map clinical codes can be time consuming and error-prone. When not completed timely, go-lives get delayed. When not completed correctly, providers will be left to discover problems while standing in front of patients.
You have the option to outsource your clinical mapping to the experts at Aesto Health. This is a premium service exclusively available from Aesto Health. If you choose this option:
- Aesto uses an automated process to map the clinical codes based on computer logic gathered from millions of previous patient record migrations. This process can be done in a fraction of the time it would take a person to complete manually.
- As extra assurance that your providers will be pleased with the results, Aesto’s clinical specialists will review any clinical codes with multiple possibilities for mapping and present the minimal number of decisions for you or your providers to approve.
Patient Accounting Archive
Aesto Health’s Patient Accounting Archive allows the client to take control of their legacy billing records and use the Aesto Data Archive to work down accounts receivable while enabling them to decommission their legacy practice management RCM system.
Case Study 1
Basic and Discrete Data
Objective:
Our client wanted basic data like vitals and discrete data, such as allergies, vaccination records, transferred to the new EMR.
Challenge:
Most data transfer companies deal in basic data, but discrete data requires a company to understand and dive into a database in order to find individual pieces of data and compile them into a readable form.
Solution:
DataCapture™ entered the database and surgically removed all of the specific, discrete data points that our client needed. These points were then formatted to be readable in our portal and then exported. This discrete data helps create more detailed reports and can paint a picture of a population’s overall health.
As a side note, DataCapture™ wasn’t alone in this data transference process. We were in a blind trial against a competitor and our meticulous approach to picking out any and all data points requested by our client ended up convincing our client that DataCapture™ was the better data transfer provider!
Case Study 2
Legacy Data in XML Format
Objective:
Our client wanted EMR records transferred into their system.
Challenge:
Unfortunately, these records were in XML format, a file type that requires a file sheet to act as a key for the XML file to be viewed in a readable format. The legacy EMR company did not have these file sheets, making the XML files unreadable.
Solution:
Our competitors would tell you that this issue is insurmountable; that these records would be a lost cause. DataCapture’s team, however, lives for a challenge. We created our own style sheet from scratch to read these XML files and presented them in a format that anyone could understand. Our client received their records and ChartCapture created an in-house method to read previously unreadable XML files.
Case Study 3
Files from Many Sources, Into One.
Objective:
Our client needed files transferred into their system.
Challenge:
This client’s data, including doctors’ notes, visit information and lab reports, was stored via several methods, creating a complex patchwork of information. For example, we were provided HTML files, HTML files embedded with XML files and XML files with XML files embedded within those. To see the unified patient history, the data needed to be stored as one complete report.
Solution:
DataCapture™ created an automated process to search the database for specific keys, like dates and patient encounters. Once collected, we were able to stitch this data together into orderly and complete reports automatically. These reports were auto-generated and displayed as human-readable PDFs. DataCapture™ completed this entire process in less than a month.
Case Study 4
Archive Solution for Financial Data
Objective:
Create a user-friendly, dynamic archive that can house financial details so clients can still work down patient AR balances without having to keep their expensive legacy EMR after a migration.
Challenge:
Many clients face a difficult challenge in their migration plans when determining how to handle their historic patient financial records. These details cannot just be a static archive, but need to live in a place they can still be worked down without adding additional cost and burden to the client. Many of DataCapture™'s EMR partners choose not to import legacy AR information, so clients have to seek a third-party solution for this problem.
Solution:
DataCapture™ created a solution known as Patient Accounting Archive, which provides a detailed AR conversion opportunity for hospitals and clinics. Through this application, users can leave their legacy system months, if not years, sooner than they otherwise would be able to. Features include the ability to post payments and adjustments to patient accounts, apply new charges, add encounter-level notes, send statements and dunning letters, and run unlimited custom reports. This solution comes as a stand-alone product at a competitive monthly rate, or it comes at no additional recurring cost if it is added to an existing DataCapture™ account.
Case Study 5
Legacy Vendor Causing Delays
Objective:
Migrate basic data (demographics and appointments) into the new EMR without forcing the client to purchase an additional backup from the legacy EMR vendor. The first client to request this had a 2-week deadline.
Challenge:
The legacy vendor would only assist in pulling the data by exporting a full database backup, which would have cost the client $2,500 on top of what they were already paying. In addition, it would have taken the vendor 6-8 weeks to deliver the backup.
Solution:
We met with the client, and in less than half an hour, we helped them figure out how to pull the demographics and appointments through reports from their legacy vendor. They provided those reports to us, and after some minimal collaboration with the client, we formatted and delivered the files to their new EMR vendor in under a week.
Bonus! We have since used this knowledge for other clients migrating from that same vendor. We have helped each one to save time, money, and effort towards their goal of a successful go-live AND without charging them any extra fees.
Case Study 6
Using API Calls to Provide Higher-Quality Data
Objective:
Deliver structured, finalized files to our partner with minimal effort on the part of the client, and use custom-built options for each client in their mapping process.
Challenge:
When importing clinical data to our client, the data must be mapped to values that our client had specified as acceptable. For many data points such as medications or allergies, these values are tied to globally recognized codes. For more dynamic information such as family or past medical histories, each client has slightly different preferences for gathering that data. Since there are no global standards for mapping these items, the only option was to send the data as unstructured notes.
Solution:
Instead of just sending these histories as free-text notes, DataCapture™ established a process using API calls. Through this method, we can create the client's custom preferences and use those when mapping the histories. This enhanced process allows us to send a high volume of histories as structured information, making for a more valuable experience for our clients once they go live.
For more information about Aesto Health’s services, please contact your Account Executive.
Contact Aesto Health
Mike Girouard
Chief Revenue Officer
Email: mgirouard@aestohealth.com
Brad Peters
Strategic Account Executive
Email: bpeters@aestohealth.com
Phone: 314-603-6986
Drew Daniel
Strategic Account Executive
Email: ddaniel@aestohealth.com
Phone: (913)-232-0332
Laura LeNoir
Sales Coordinator
Email: llenoir@aestohealth.com
Phone: (205) 447-8859