As you transition to ChiroUp EHR, ensuring all your data is prepped and ready is a key step toward a smooth and successful Go-Live! This article will walk you through the steps you'll need to take to prepare for your data migration.
Migration Checklist:
1. Confirm migration date & folder access
Your onboarding coach will reach out to you after your kick-off call with Migration details - this will include your assigned migration date and a link to your secure folder.
Confirm with your team and your ChiroUp onboarding coach that this migration date will work! We will ask that you upload your final migration file(s) at close of business the day prior to your migration.
2. Verify you can access the required files (File Requirements)
ChiroUp will migrate your Patient List and Upcoming appointments into your ChiroUp account. This is dependent on your ability to export these files from your current system in a workable format.
Below are the requirements for each file:
Patient List:
- File must be in a CSV, XLS, or similar spreadsheet format
- At minimum, the file must contain the patient's first and last name. Most files will also include demographic information such as Date of Birth, Address, Phone, and Email.
- If you are also migrating appointments, your patient list must contain a unique ID number for each patient that is also present on the appointment file - this is how we match the patient to their appointment slot.
Appointment List:
- File must be in a CSV, XLS, or similar spreadsheet format
- The file must contain a unique patient ID that is also present on the patient list. Additionally, the appointment file must contain the appointment type, start date and time, clinician, and duration.
Check out this example patient file and appointment file.
What will NOT work for migration:
- PDF files
- Appointment file with no unique patient ID number
- Folders of individual patient documents - each list must be its own one file
In most cases, you're able to export this information directly from your current system, and we recommend exploring your reporting options to do so.
That said, we often see clinics run into issues exporting their appointment list in the required format. If that happens, we can still upload your patient file, but your team will need to manually enter appointments. The good news is this provides great hands-on practice in ChiroUp!
Please note that what we can upload depends entirely on your ability to export the data. While we may be able to offer tips based on what other subscribers have shared, ChiroUp cannot assist directly with exporting from your current EHR system.
3. Upload your Practice File
After you've verified that you can export the date, we will likely request that you upload a Practice File in preparation for your migration. This helps us confirm two things:
- That you’re able to export the required information
- That the file is in a workable format and includes all necessary details
Uploading your Practice File to your secure folder (your onboarding coach will provide you with this link) as soon as possible is critical to ensure a smooth migration.
Please note: The Practice File is not what will be imported into your ChiroUp account. You’ll be asked to upload your Final File after close of business the day before your migration. This ensures we migrate the most up-to-date information.
Depending on your current EHR, a Practice File may not be required. Your onboarding coach will let you know if it's needed. If you're unsure, don’t hesitate to reach out to them directly.
If the Practice File that you upload is not compatible with migration requirements, then your onboarding coach will reach out to coordinate a new practice file and explain what needs to be addressed.
4. Final File Upload (with critical final steps!)
At close of business the day before your migration date, you will upload your Final Files to your secure folder. On your migration date, we will upload your files into your ChiroUp account.
Here are some important items to remember for your Final File upload:
- At this point, your Getting Started Checklist should be complete. Please double-check that the Treatment types (aka appointment types) in your ChiroUp account match those listed in your provided appointment file. This ensures we can accurately match and migrate your appointments from your current EHR into ChiroUp.
- When exporting from your current system, be sure to set your date filters to include only upcoming appointments in your appointment file.
- Review your files before uploading to your secure folder.
- Are all active patients present?
- Do you have all upcoming appointments on the file?
- ChiroUp can only migrate the data you provide - so please be sure your files are complete!
- Remember to upload your files at close of business the day before your migration. This allows the ChiroUp migration team to complete your data import on time.
- Files uploaded after 12:00 PM CST on the day of migration are not guaranteed to be migrated that same day and may be pushed to the following day.
Migration FAQs:
What data can I expect to migrate?
You can expect to migrate your active patient list (inclusive of demographics) and your upcoming appointments. Please note that we cannot migrate any billing or clinical information. Clinical and billing information is quite complex, especially between two EHRs. For this reason, we cannot automatically bring over that information. However, you have the ability to upload chart information and add patient balances for individual patients.
Please note that what we can migrate is dependent on what you are able to export from your current EHR system. If you are not able to export your patient list or upcoming appointments in a workable format, it cannot be uploaded into ChiroUp.
What about my patients I already have in ChiroUp?
This is a unique situation, as your patients are likely in both your existing ChiroUp account and your current EHR system. However, not all patients may be in ChiroUp, or their demographic information might be incomplete.
When we migrate your patient list from your current system into ChiroUp, the system will automatically match and merge duplicate records based on multiple fields like email, phone number, and date of birth. That said, incomplete information can sometimes prevent records from matching and merging correctly.
For this reason, we recommend addressing duplicate patients in ChiroUp both before and after the migration.
What is an acceptable file format?
Your patient list and upcoming appointments must be in the file format of a CSV or another Excel file format. Check out this example patient file and appointment file.
Additionally, to migrate appointments, your patient list and appointment file must contain a unique ID identifying the associated patient. If your unsure if your data contains this, your migration specialist can help with this.
See the Step 2 above (File Requirements) for a detailed breakdown on requirements.
How do I export my files from my current EHR system?
Typically, you can export your patient list and upcoming appointments on your own from your current EHR system. Sometimes, though, you may need to reach out to your current EHR for assistance.
Please note that ChiroUp cannot assist with exporting data from your current system. However, your migration specialist may be able to provide guidance or tips, but ChiroUp cannot access your current system to export the data. We recommend reviewing your reporting options in your current system as you explore export options for your files.
How do I share my files with ChiroUp?
Before your migration date, you can share your files through your secure folder. Your migration specialist will provide you a link to this secure folder.
How can I prepare for data migration?
There are two steps you can take to prepare for your data migration.
First, follow this checklist and upload your Practice File to your secure folder. This will ensure a smooth process on your migration date.
Second, manage any duplicated patient records. Review and manage any potentially duplicated patient records in your current EHR system and in your current ChiroUp account. This article will walk you through how to manage your duplicated records in ChiroUp.
When will ChiroUp migrate my data?
We will plan your migration date shortly before your go-live date to ensure that the most up-to-date information is added into ChiroUp.
Can you migrate my data earlier?
Most of the time, yes - we can likely migrate your data earlier. Contact your onboarding coach to discuss options for an earlier migration!