Data Conversion for 2 Million Patient Charts with Operational Continuity
When one of the largest nonprofit healthcare organizations in the U.S. set out to consolidate over a dozen legacy electronic medical record (EMR) systems into a single platform, it partnered with GuideIT to complete its ambitious clinical data abstraction project.
GuideIT’s unique healthcare expertise — and impeccable track record of successful OS migrations for companies with dispersed workforces — made it the best fit for the organization’s needs. GuideIT’s ability to perform such a complex abstraction project with high levels of organization, thoroughness, quality assurance, and timeliness have earned it the longstanding trust of this nonprofit.
The Challenges: Ensuring Data Integrity Across Multiple Systems and Locations
The healthcare organization chose GuideIT to be its abstraction partner through a rigorous and competitive RFP process.
The initial EMR transition called for converting 1.5 million patient charts across hundreds of facilities located in dozens of states. Each location had its own — or multiple — EMR systems that needed to be mapped to a go-live schedule for that particular region.
The original scope quickly expanded to require the conversion of 2 million patient charts from 13 EMR systems — demanding that GuideIT rapidly reconfigure how to address half-a-million more data conversions.
The project’s complexity also meant that the organization couldn’t abstract data too soon or it would risk missing data after the new system went live. GuideIT needed to ensure patient data would be ready in the new EMR system at the exact right moment.
Complicating matters further, the project unfolded amid disruptions including COVID-19, site readiness delays, and the 2024 Change Healthcare cyberattack. In the face of these unforeseen variables, GuideIT remained a reliable partner — keeping the project on track.
The Solution: A Proven, Repeatable Abstraction Model That Scales
GuideIT’s team of expert abstractors — all with medical backgrounds or healthcare experience — created a standardized, repeatable process for abstracting patient data at a large scale. This process could be applied across any number of regions, facilities, and EMR systems.
GuideIT’s approach included:
- An engagement phase to analyze the best methodology for converting the organization’s patient population.
- An analysis phase to evaluate data before combining or moving it.
- A planning phase to identify critical data, define sources and target systems, locate data, and figure out how it will appear in the new EMR system.
- A training phase to ensure abstractors are proficient in the organization’s standards.
The team running a 24/7 abstraction operation
As the nonprofit moved through successive waves of data conversion, the GuideIT team worked as needed to accommodate increased volume — at times, running a 24/7 abstraction operation.
At every step of the project, the abstraction team:
- Timed data migration to avoid data loss and provide a buffer before go-live
- Ensured minimal disruption to clinical operations
- Demonstrated data integrity
- Provided reporting to ensure compliance
99 %
The Results: 99% Data Quality for 2 Million Records Becomes the Standard
The healthcare organization’s abstraction project is set to complete in July 2026, at which time, GuideIT will have migrated 2 million patient charts to a single EMR system. The abstraction team is averaging a quality assurance score of 98.6% and continues to ensure operational continuity.
GuideIT’s unmatched precision, disciplined approach, rigorous quality controls, and reliable execution have earned it the designation of sole abstraction provider for this organization. Partnering with GuideIT has allowed the nonprofit to eliminate the need for third-party vendors and free up clinical staff to focus on patient care and other day-to-day operations.
The organization has referred GuideIT to multiple affiliated and unaffiliated organizations for abstraction work and additional IT services — underscoring GuideIT’s ability to streamline a project of immense complexity with minimal oversight. The abstraction model developed for this organization now serves as a template and standard for medical data abstraction practices across the US.
Starting or stuck in the middle of a data abstraction project?
GuideIT gets it done — all while relieving your team of the burden. Learn more about our abstraction services by getting in touch with us here.
Get a Free Assessment of Your Data to Properly Transition EHR Systems
If your healthcare organization is moving to Epic or another EHR system, are you converting your clinical data accurately? A medical data abstraction project may run high costs, create compliance risks, and result in poor patient experiences if done incorrectly.
GuideIT’s abstraction experts offer a free assessment of your data and environment so you can streamline data conversion and ensure the right patient records are ready at the right time in your new system.
Fill out the form to get in touch with our abstraction team. We’ll help you make sure your data moves to your new EHR accurately, efficiently, on time, and within budget.
"*" indicates required fields
By clicking submit I agree to the terms of GuideIT Privacy Agreement