CUSTOMER SUCCESS STORIES

PHYSICIAN NETWORK 4

FQHC COMMUNITY HOSPITAL 6

AMBULATORY PRACTICE 9

Privia Health

PCC Wellness Center

Brieloff Foot Centers

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LKEMR-Archive gives organizations the freedom to decommission old EMR systems in the quickest, simplest, and most cost-effective way. Providing data from multiple disparate systems in one cloud-based archive solution that is connected to the EHR empowers organizations to achieve interoperability and deliver better patient care.

Problem

Growing hospitals, health systems and practices are upgrading technology, integrating multiple systems, connecting providers, and migrating newly acquired practices to enterprise EHR systems. These organizations have accumulated years’ worth of important legacy patient data stored in disparate legacy systems. Care providers access data from multiple disparate systems at the point of care delivery to support clinical decision-making, while other data must be retained for compliance, audits, and reporting.

Keeping legacy systems running to make this data accessible can cost organizations millions of dollars a year in IT support, and maintaining data security and integrity becomes more complicated and expensive as legacy systems grow obsolete. Furthermore, keeping multiple systems running in read-only mode hinders workflows, forcing staff to log into multiple systems to access important patient information.

Solution

LKEMR-Archive is a secure, HIPAA-compliant application that is dynamic and scalable to meet the needs of any sized organization, providing all practitioners with instant, point-of-care access to historical patient data. It stores fragmented, inactive data from multiple sources and provides users with easy and consistent access to the discrete patient records alongside the new EHR in a web-based solution. It complies with government requirements for providing and protecting patients’ PHI in a secure and long-term storage with audit capabilities.

Providers can open a patient chart and view a searchable, complete picture of patient health: ELLKAY converts legacy data for all clinical, financial and other health system modules, including demographics, diagnoses, treatments, immunizations, lab results, appointments, medications, allergies, problem lists, patient histories, scanned items, documents, encounter notes, claims or payment data, images, and PDFs, and offers customizations to satisfy your specialty-specific needs for cardiology, pediatrics, OB/GYN and more. LKEMR-Archive integrates with select EHRs seamlessly using a Single Sign-On feature, making legacy patient data available with the click of a button right from the patient chart of the new EHR.

INTRODUCTION

This study explores how the LKEMR-Archive solution solves the unique challenges of a growing physician network, an FQHC community hospital, and a podiatric practice.

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“Data conversions are

complicated and complex

but our Project Manager has led us through nearly

50 conversions with confidence

and expertise, and has limited

the complexity of the process for us

as the client.” – Lauren PeacockPrivia Health Healthcare Data Manager

PHYSICIAN NETWORK

Organization: Privia HealthNeeded a partner to help onboard new physician practices onto Privia’s central EHR platform

Background

Privia Health is one of the fastest growing independent physician networks in the country. Their providers work together to improve the quality, coordination, and efficiency of care for their patient population. When joining the Privia network, physicians are encouraged to switch to their cloud-based EMR platform.

Privia’s Challenge

For an organization like Privia, one of the most difficult parts of acquiring new practices is getting the practice on Privia’s EHR system (athenahealth) and migrating their clinical data so they have access to it in the new system. Having the care center on Privia’s EHR platform is important because access to care center data supports coordinated care throughout the organization. Migrating legacy data is important because Privia knows how helpful it is for physicians to have immediate access to legacy data within the physician’s new system.

Lauren, Privia’s Healthcare Data Manager, oversees data conversions for Privia Health. She works with the care centers, athena, and ELLKAY to ensure that the migration process to athena is as painless as possible for every new Privia practice. In just two years, Privia has had over 30 care centers transition to the new EMR with the help of ELLKAY.

Working with ELLKAY

The hardest part of data conversions, Lauren says, is explaining and going through the very complex process with so many different practices. Tom, Lauren’s project manager with ELLKAY, has worked with Lauren and Privia to standardize a process for onboarding physician practices to Privia’s EHR platform.

“Creating that standardized structure is not only helpful but very efficient,” says Lauren. “It has given us months of time back instead

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“One of the many things

that separates ELLKAY from

other vendors is the transparency

they provide throughout the entire process

and the fact that they always

go above and beyond to make

sure we are satisfied with the

end result.”

of having to start from scratch on each conversion. We may have 10-15 data conversions going on at the same time, but for every conversion with ELLKAY, it’s really rinse and repeat.”

A central part of ELLKAY’s standardized approach with Privia is the team with which Lauren works. She knows that no matter how many data conversions are being performed at one time, she will be working with her dedicated project manager, Tom. Lauren loves the fact that ELLKAY can assign a consistent resource to all of Privia’s projects who will communicate with them promptly. No matter what issues might occur, she only ever has to call one person, and that person knows the details of every account and every project.

Partnering with ELLKAY to Onboard New Practices

“I reach out to Tom very frequently and he responds back to me anytime, day or night,” Lauren says. “We’ve had such great communication and he always understands what I’m trying to say and is quick to fix things. Tom’s never allowed to leave …. I feel like we’re special with ELLKAY and I don’t feel that with many vendors.”

From variable mapping tools that save Privia days of work during the conversion process to special small group account pricing that can help Privia grow, ELLKAY continues to listen to Privia’s needs and works to meet them with every project.

What they loved

• Communication• Standardized Process• White-glove Customer Service

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Organization: PCC Community Wellness Center When migrating to a new EHR, PCC needed to maintain access to their legacy data in a discrete, useable format to run monthly reports to support their Quality Metrics, Pay-for-Performance programs participation and Meaningful Use Background

PCC Community Wellness Center is a healthcare organization that encompasses twelve health centers in Westside Chicago and the near west suburbs. PCC also provides care at West Suburban Medical Center, Westlake Hospital, Norwegian American Hospital, and Loretto Hospital. The organization began as the Parent Child Center, a clinic at West Suburban Medical Center that offered prenatal, postpartum, and infant care for underserved residents of Chicago’s impoverished Austin community.

Committed to “improving health outcomes for the medically underserved community through the provision of high quality, affordable, and accessible primary healthcare and support services,” PCC attained the status of a Federally Qualified Health Center (FQHC) look-alike in 1994 and received full FQHC recognition in 2002. Currently, roughly 150 providers, residents, midwives, and other staff provide care at PCC.

PCC Community Wellness Center monitors internal quality for the entire organization on a quarterly basis based on Healthy People 2020 goals. Healthy People 2020 is a federal program aimed at improving our nation’s health. For PCC to maintain FQHC status and qualify for enhanced reimbursement from Medicare and Medicaid as well as the other Pay for Performance benefits to which they are entitled, their quality team must collect various quality measures and use them to run monthly reports on patient outcomes.

PCC’s Challenge

When providers became increasingly frustrated with their legacy

FQHC COMMUNITY HOSPITAL

“We were just so impressed with the

outcome as well as the whole process.

And our project manager was

just amazing. We enjoyed working

with her. She provided excellent

customer service, was very patient,

she explained everything very well, so it was a

perfect match. It was everyone on our team that felt

that way, too, it wasn’t just me.”

– Lou-Ann DiazDirector of Health Information TechnologyPCC Wellness Center

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EHR and the duplicate logins required, PCC’s leadership knew that they had to migrate to a new system.

Knowing how important it is to the PCC workflow to maintain access to all comprehensive data for the 170,000+ patients in their database, Lou-Ann Diaz, PCC’s Director of Health Information & Technology , Dr. Christine Swartz, PCC provider and EHR Director and their team were very nervous about making the switch. Their biggest concern was losing the data necessary to participate in Meaningful Use, ACO, and Pay-for-Performance Incentive programs through CMS and various payer organizations.

“I knew from being involved in other EHR implementations before that they are a lot of work, so we just knew we were going to be up for a challenge, and the part that scared me the most was the data conversion,” says Lou-Ann. The team was worried about the possibility that data could not be converted as desired, or would get lost, or there would be too many errors to manage and that they would have to work through all of them manually in excel spreadsheets. They needed to ensure they would be able to access ALL of their legacy data from one centralized location.

“We asked athena—if we decided to do this—how we would get all of our patient data from our old EHR into athena? They said, ‘that’s not a problem, we work with a great company called ELLKAY, and they will handle the data migration. They’ve done this a lot of times and it’s been successful.’”

Working with ELLKAY

Many PCC decision-makers were still apprehensive, so ELLKAY’s Director of Strategic Alliances flew in for a face-to-face meeting to explain the process and reassure those involved that the data would not be lost. She introduced Lou-Ann and Dr. Swartz to their ELLKAY Project Manager, who attended weekly meetings and acted as PCC’s contact with ELLKAY throughout the entire project.

About her project manager, Lou-Ann says, “Ruchi was very patient with us and she held our hand through each part of the process. She helped us understand the structured data fields... what we were going to see in athena… what data we could bring over, and she sent us excel spreadsheets for us to review with all of the different observation terms and the fields that we would be able to bring over and how they would look.” For each quality measure, PCC provided their project manager with a name and description, and she worked to ensure every measure that could be brought over was brought over. Lou-Ann explains that for data that had no place in athena, her project manager provided satisfactory explanations that enabled PCC to adjust on their end.

When it came to mapping the data they needed converted for import into the new system, the LKLiveMapping tool made the process very simple. “We just followed directions, and it was fast and easy,” says Lou-Ann.

“ELLKAY thought through this

process well and has great people

on staff. We could tell by the

minimal mapping we had to do... it was going to be successful.

We were so impressed.”

What they loved

• Migrated ALL data EXACTLY the way they want it • Comprehensive project management • Single Sign-On feature for access to all data from one location

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As for the entire conversion process, she explains, “we were just really pleasantly surprised and very thankful that the process went as smoothly as it did. It did take a while for us to go back and forth through all of the quality measures, making sure it was exactly what was wanted, and we are now to the point where a lot of the data is being migrated to our live production and we’ve had very few issues.”

Archiving Clinical Data

In order to access all of their legacy data, including data needed to report on quality measures, it was decided that PCC would do a Conversion + Archive project. This meant that all necessary data that could not be imported into athena would be stored in searchable, discrete modules in ELLKAY’S archive solution.

Archiving data with LKEMR-Archive ensures ALL legacy data is accessible for patient care, research, and reporting, and supports PCC’s plan to decommission their legacy EMR by April 2017, which will significantly cut IT costs.

Though the athena system is new to PCC, providers already appreciate the Single-Sign-On feature within their athena system that links to LKEMR-Archive with just the click of a button. Instead of the duplicate logins required to access their old EHR, users need to log in only once to access their athena EHR and their archived data. In a busy healthcare setting where point-of-care access to all patient data can impact important clinical decision-making, the ability to click one button within the patient profile and view all legacy patient data for that patient is not only convenient, but crucial.

Moving Forward with Financial Data Archiving

PCC has been so pleased with their conversion and their archive solution that they recently decided to use ELLKAY to archive their claims data as well. “We receive requests to print our claims or EOBs for patients frequently,” Lou-Ann explains. Since they have moved to athena, their contract with their outside billing service is ending. “One of the things that we were concerned about was how we were going to access legacy claims information,” she says. After talking to their project manager about this concern, ELLKAY worked with PCC to review what data would be needed and where it was stored in the legacy system. ELLKAY and PCC are currently working together to archive PCC’s billing data, which will be stored alongside their claims data in one central location in LKEMR-Archive, accessible via their athena system.

“Personally, I do feel that the conversion with

ELLKAY was worth the money spent.

You have to invest to get the most out of your

computing assets and for PCC, the

outcome was very positive.”

Project Details

Import Success Rates:

Clinicals: 97.26%Demographics: 99.9%Appointments: 99.95%

Size of Dataset: 112 GBDocuments: 713 GBFiles: 1,310,095Patients in Database: 170,618

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AMBULATORY PRACTICE

Organization: Brieloff Foot Centers Needed access to legacy data while upgrading EMR systems and shutting off the old systems to avoid costly issues

Dr. Brieloff’s Challenge

Dr. Brieloff, DPM is the owner of a podiatric practice in Maryland. When he wanted to switch to a cloud-based EMR system, it was important for him to be able to shut off his two legacy systems while maintaining easy access to his legacy data.

For Dr. Brieloff, it is important to have access to patient data from as far back as a decade or more. Sometimes, patients will return to his office after several years and will not remember which foot he treated during a previous visit. Other patients or their lawyers will request old records for disability acceptance, so having records easily attainable is imperative to his workflow.

When he decided to make the switch, his destination EMR vendor recommended ELLKAY to move over his legacy patient data. ELLKAY assigned Project Manager Silvana to the project, and Dr. Brieloff immediately found working with ELLKAY to be a pleasurable experience. “Everyone I dealt with from Silvana to all the technical personnel, everyone was great,” he says. “And the upload went without a hitch.”

Working with ELLKAY

Soon after his data was uploaded onto LKEMR-Archive, Dr. Brieloff felt the impact of using ELLKAY’s archiving services. “The timing was fortuitous,” he explains, “because shortly after the ELLKAY upload, the server that housed my server-based EMR from which I was transitioning died.” As he was no longer paying maintenance fees to the legacy EMR vendor, he breathed a sigh of relief.

“ELLKAY is a great company, and everyone there has been just a

pleasure to deal with. They provide

a terrific service that’s reasonably

priced. I renew every year. I need

my data.” – Dr. Brieloff, DPMBrieloff Foot CentersOwner

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He explains that keeping the legacy EMR up and running to store his legacy system data is risky because servers eventually die, some software becomes outdated, or no longer useable, or no longer supported, or an old un-supported system could become a HIPAA issue. Eventually he would have to buy a new server, or get new server-licensed software, and then have his IT department install it, and possibly pay the EMR companies extra fees to transfer the data to the new server. “That could have cost thousands because server hardware is not cheap, the Microsoft sever licenses are definitely not cheap, my IT guy’s time is not cheap, and the EHR maintenance fees are sometimes ridiculous. So I’m probably saving several thousand a year using my cloud-based system and LKEMR-Archive.”

LKEMR-Archive as a Permanent Workflow Solution

Moving his server-based legacy data to cloud-based LKEMR-Archive makes his workflow a lot easier as well. Now that he is using both a cloud-based EMR and the cloud-based archive, he can just run both programs side by side in the browser. “I actually do reference data from both legacy EMRs on a regular basis,” he says, “and now wherever I am, I can access my old notes from 10-15 years ago seamlessly through the cloud.”

What he loved

• LKEMR-Archive streamlines his practice workflow• Ensures data is secure • Cuts IT costs by thousands of dollars a year

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Retire your Legacy Systems with a Low-Cost Solution

Legacy systems are expensive to maintain. Archiving your patient data and shutting down old systems will keep your legacy data intact while cutting significant costs.

Comply with State and Federal Regulations

State and federal laws dictate that patient data must be retained for a certain number of years. Archiving legacy data is the easy, cost-effective way to retain legacy patient records for as long as you need when decommissioning legacy systems.

Data is Always Secure

• Hosted with Rackspace™• 2048 bit encryption• HTTPS protocol

ELLKAY’s Process

ELLKAY works with the practice to extract patient information in discrete, structured format, storing and indexing data values in customizable read-only, searchable modules. It supports the needs of all organizations who wish to shut down obsolete systems but require the ability to search for and use historical patient information as part of their workflow. Data is extracted based on provider preference and technical analysis, and can include ANY discrete data modules the organization needs as well as non-discrete data such as scans, PDFs, and images, all categorized by patient chart.

ELLKAY makes this process seamless, cost-effective, and stress-free by providing a dedicated team to oversee projects from introduction and scope definition to data evaluation to test conversion and client sign-off to project completion. We ensure all client needs are met by assigning resources to this team from various departments including client engagement, project management, account management, research and development, and data conversion. These experienced teams understand the nuances of every system in our constantly growing wheelhouse, and leverage 150+ proprietary tools that enable us to complete projects with competitive speed, accuracy, and efficiency.

With experience extracting and converting data from over 160 EMR systems and over 500 practice management systems across 900 different versions, ELLKAY has successfully migrated more than 35,000 physicians to new systems, has archived data for over 25,000 physicians, and has performed conversions as small as a single-physician practice EHR to as large as several terabytes of data forhospital systems.

KEY BENEFITS

• HITRUST Certified • Rapid7 Certified• HIPAA Compliant

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As hospitals and health systems grow and upgrade technology, integrate multiple systems, connect providers and migrate newly acquired practices to enterprise EHR systems, they end up with years’ worth of important legacy data stored in disparate legacy systems.

ELLKAY gives organizations the freedom to cost-effectively decommission all their legacy systems and consolidate data in one cloud-based, comprehensive, secure and dynamic archive solution. It provides practitioners with centralized, instant, point-of-care access to historical patient data to achieve interoperability and deliver better patient care, and it supports HIM teams by allowing users to easily access, print or send a patient’s legal medical record in accordance with state and federal privacy regulations. It also ensures that data retention requirements are met at state and federal levels.

Cut Legacy Systems Maintenance Cost

Keeping obsolete applications up and running in order for clinicians and health information management teams to maintain access to decades of legacy data costs millions of dollars annually in software and database licensing, infrastructure, servers and data storage, maintenance, massive IT support, operational staff and support contracts, user training, overhead and other fees. Furthermore, keeping multiple systems running in read-only mode hinders workflows, forcing staff to log into multiple systems to access important patient information to support clinical decision making at the point of care and for compliance, audits and reporting.

LKEMR-ARCHIVE: AN ENTERPRISE SOLUTION

Retain

100% of your legacy data at up to

20% of the cost

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Retire Multiple Systems – One Archive

The LKEMR-Archive platform supports archiving of data from different legacy systems consolidated in one archive at a patient’s level. Whether the legacy system is an in-patient EHR, ambulatory EHR, ED system, LAB/RIS/LIS, PACS, pharmacy, scheduling, ERP, patient portal, RCM or any other acute care system, 100 percent of structured and unstructured data is archived, allowing organizations to close their old systems for good. Providers can view their patient’s archived data during the encounter through one-click access from the EHR via Single-sign On.

Secure, Intuitive Application

LKEMR-Archive’s simple, secure, dynamic interface allows various departments and users to easily navigate a patient’s record, whether you are an ER doctor who needs to view vitals over the course of a patient’s history, a surgeon in the OR or a cardiologist who needs EKG results. Its clean, intuitive interface is incredibly easy to navigate, so end-user-training typically takes less than thirty minutes

LKEMR-ARCHIVE: AN ENTERPRISE SOLUTION

ANY SYSTEMSInpatient accounting systemsReporting systemsInpatient EHRsPharmacy information systemsInpatient departmental systems Patient portalsInpatient clinical systems Ambulatory EMRsPractice management systems RIS/LISPACSInpatient EHRs

HealthcareProfessionals

Access based on user rights

Nurse Practitioner

Multi-location Enterprise Archive SSO

SSO Administrator

Physician

New EMR/EHR

ResearchAnalyst

EMR-Archive

ALL DATA

Other Hospital Systems Data

Patient Demographics and Insurance Details

Scheduling Time and attendance Audit logsAny additional modules

ProceduresProblemsOrdersLab Results

Financials Appealsand Others

TransactionsNotesDocuments

Patient historiesEncounter notesProgress notesand Others

Patient Care, NursingBlood bankAdmissionsSpecialty data

ClinicalsMedicationsAllergiesImmunizationsScanned documentsImages

PACSHREmergency Dept. ManagementPatient Care Management

ChargesClaimsPayments

HIM RCMResearch Informatics Quality TeamsAdministrationIT Sta�Medical Sta�

ELLKAY’s years of conversion and archiving experience, paired with their robust implementation methodology has enabled the success of over 35,000 data conversions and over 25,000 data archive projects. We ensure data integrity with our proven implementation process that allows for simple, stress-free conversion and archiving projects that meet your organization’s scope and timeline. With expertise in data management and over 150-plus proprietary tools that focus on data transformation, we extract source data from any legacy healthcare system, analyze it and archive it with competitive speed, accuracy and efficiency.

As a nationwide leader in healthcare connectivity, ELLKAY has been committed to enabling interoperability for more than a decade. ELLKAY currently builds the data pipeline for EHR/PM systems, hospitals, laboratories, HIEs, ACOs and other healthcare organizations. Specializing in extracting and converting clinical data from virtually any source system, we are the healthcare industry’s “Data Plumbers.”

www.ELLKAY.com | 201-791-0606

RETIRE YOUR LEGACY SYSTEMS TODAY