eClinicalWorks Data Archival and Migration: Strategies and Best Practices
Triyam has immense experience in eClinicalWorks data archival and migration for various clients, where more than 1.12 million clinical records were archived.
If your organization has reached this point with eClinicalWorks, you may be seeking options to migrate your health data. If eClinicalWorks is no longer your primary EHR but still stores legacy data, you might also need to decommission your legacy eClinicalWorks system. When healthcare providers decide to transition away from an EHR, Triyam offers migration and legacy data management services—without interfering with patient care. Triyam has 12+ years of experience in managing and archiving legacy data and our team has successfully archived hundreds of eClinicalWorks instances. As one of the most frequently requested EHRs for archiving, we have developed effective procedures to handle both unique data sets and tight deadlines.
Healthcare delivery teams of all sizes that need to decommission their eClinicalWorks system while maintaining access to data for compliance with record retention regulations can benefit from our extensive and in-depth knowledge of the platform. Our staff at Triyam is well-versed in healthcare data management, bringing years of combined experience to the table. We approach every project with our proven ideals and award-winning processes. As eClinicalWorks experts, we are dedicated to supporting your team in achieving its lifecycle data management objectives.
About eClinicalWorks:
eClinicalWorks is one of the largest ambulatory cloud EHR providers, offering revenue cycle management, clinical, and population health solutions for ambulatory practices, specialists, health centers, urgent care centers, and hospital systems. Their healthcare specialty solutions include:
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- Dental
- Vision
- Behavioral Health
- Ambulatory Surgery Center
- Urgent Care
More than 180,000 doctors and nurse practitioners, along with 850,000 medical professionals worldwide, rely on eClinicalWorks to deliver quality care and industry-leading Practice Management solutions. eClinicalWorks was honored with the 2017 North American Ambulatory Revenue Cycle Management Customer Value Leadership Award by Frost & Sullivan. In a January 2018 Reaction Data poll of nearly 900 physicians who use an EHR daily, eClinicalWorks received the highest rating for overall satisfaction. Thousands of providers switch from their legacy EHRs to eClinicalWorks each year for its power and performance. To date, 19 eClinicalWorks customers have earned the prestigious HIMSS Davies Award for excellence in Electronic Health Records implementation. As a privately held company, eClinicalWorks is dedicated to its customers, not shareholders.
Why Triyam?
Triyam was recognized by Newsweek as a 2024 World’s Best Digital Health Company. Triyam, a multi-award-winning data management firm and Best in KLAS winner (2021, 2022, 2024), has in-depth experience with eClinicalWorks, having successfully completed multiple projects. Triyam has a proven ability to extract, migrate, and archive eClinicalWorks data with 100% integrity.
We understand that choosing to undergo the EHR archiving procedure is a significant decision. With 12 years of experience assisting clients with eCW archiving, we at Triyam are confident that we can assist you as well.
Here’s what to anticipate when working with us for your eCW archiving needs:
- A thorough discovery process to ensure we understand your unique needs and specifications.
- Committed, hands-on support throughout the entire project.
- A flexible solution tailored to your company’s requirements, adhering to all national and local regulations for the preservation of protected health information.
- An organized and efficient eCW archiving process from start to finish.
Get your eCW archiving journey started by contacting Triyam today!
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Our Client’s Voice:
Triyam has worked with Glendive Medical Center to archive our medical data from multiple sources (i.e. both paper and electronic). They have great customer relation skills that kept us updated on the project process. Questions were answered within a few business days. If meetings were needed, they were scheduled with appropriate people on the phone to answer questions and solve issues.
– Informatics Nurse, Glendive Medical Center
Different EHR features can make data management tasks more difficult. This includes encrypted Progress Notes for eClinicalWorks that require extra procedures to be extracted and decrypted. Since the application is most likely hosted by eClinicalWorks, they must supply the data, which may be sent in a locked state if specific requirements aren’t met during project preparation. Sometimes clients discover that hundreds of thousands of encounters are unfinished and cannot be moved to an archive in their existing format, creating additional data management difficulties with Progress Notes.
Our user interface offers:
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- Patient search
- A patient list that meets the search parameters
- Options to select on the screen: locked encounter progress notes, diagnostic imaging and lab orders and results, current patient documents, and a summary of the patient’s demographics
- The ability to download (in PDF format) lab results, diagnostic imaging, locked encounter progress notes, and the patient demographic summary
We also advise you to include the following information in your archive:
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- Information about patients and providers
- Each patient’s medical history, referrals, vaccination records, and demographics summarized in a PDF file
- Progress notes for locked encounters. This overview of every locked encounter is derived from the eCW Progress Notes that will be converted into PDF files. There won’t be any unlocked progress notes in the archive
- Current patient records and photos stored in eCW
- Lab orders and diagnostic imaging reports prepared as a PDF summary for each patient visit
- Conversion of XML lab results and eCW diagnostic imaging reports to PDFs attached at the patient encounter level
Team Triyam can help you navigate the best practices for efficient data distribution from eClinicalWorks hosted data and documents, including progress notes and other clinical, financial, and operational data. Our well-informed procedure facilitates effective data management.
Our Customer Testimonial:
We had a unique situation where an established provider was joining our practice and had data on a different system. He needed access to his patient charts from his old system with his former partner. We searched to find a vendor that was willing to take on the project in the short time frame given and at a reasonable price. Triyam was able to separate and extract the Provider’s records and upload them into Fovea. When the Provider started to see his patients at our practice, he had a stable workflow, as he had direct access to all of his charts. I highly recommend Triyam as great archival solution.
– Operations Manager, Southlake Orthopaedics
Are you a eClinicalWorks user with legacy data challenges?
Let’s connect today