Phase IV: Data migration cleanup tasks
Phase 3: Post-migration cleanup
For best results GE recommends that you install and run the Data Migration Wizard on the Oracle database server to properly transfer data.
Set up the Data Migration Wizard [ 5 minutes ]
Phase 1: Set up the data migration
In this phase you’ll specify the type of migration, confirm required
pre-migration preparation steps, and create a temporary SQL Server staging database from which your EMR data will be migrated to Centricity Practice Solution.
Phase 1: Set up the data migration [ 15 minutes ]
1 Verify access to an instance of your Centricity Physician Office - EMR 2005 (Oracle Source Database). Confirm that the latest service pack and quarterly KnowledgeBase update have been applied to the database.
2 Verify access to a Centricity Practice Solution (SQL Server
Destination Database). Confirm that this database meets all current version, service pack, and licensing requirements. See Server Setup Online help for software requirements and detailed instructions.
3 Verify network connectivity between the two database servers.
4 On the CentricityPhysician Office - EMR 2005 server, copy the Data Migration Wizard (DMWizInstaller.x.x.x.exe) to a temporary folder.
(.x.x.x refers to the tool version number which may vary.)
5 Double-click DMWizInstallerx.x.x.exe to install the application and follow any onscreen instructions.
1 On the Source Database server, navigate to the location of the Data Migration Wizard and double-click DMWizard.exe.
2 On the Welcome window, click Phase 1: Pre-migration Setup Tasks
3 On the Select Migration Type window, for Source Database, select one of the following and then click Next:
• EMR 2005 (Oracle) and Centricity PM 2004 or Centricity Practice Solution (SQL). Select this option if you have both Centricity EMR and PM products. You are migrating EMR data to a Centricity
Phase 1: Set up the data migration
4 For Required Actions, confirm that your source and destination databases have been been upgraded to required versions, by checking the following:
Upgrade the source Oracle database to Centricity Physician Office - EMR 2005. This version is required for migration.
Complete pending LinkLogic transactions. Information about pending transactions is not migrated. See “Data that is not migrated” on page 23.
Install a new Centricity Practice Solution 2006 database (EMR only migration). This will be your destination database for the migration.
OR
Upgrade the Centricity PM 2004 database to Centricity Practice Solution (EMR and PM migration). This upgraded database will be your destination database for the migration.
You must check all three requirements. The migration cannot be completed if any steps are omitted.
1 Where applicable, check the following Recommended Actions:
Do a full backup of the Oracle source database. this ensures that you have a recent version of your data to revert to there are any problems with your source data.
Do a full backup of the SQL destination database (if migrating EMR and PM data).
Stop the SQL Server Agent service on the SQL Server machine (destination database). It must be restarted after the migration.
This improves performance by ensuring that no automated backups or jobs are executed during the migration.
2 Click Next.
3 On SQL Information - Staging Database, do the following:
a For SQL Server, enter the name of the server where you will create a temporary staging database for the migration. This database will hold your EMR data when it is converted to the SQL Server platform. It will be migrated to the Centricity Practice Solution from this location.
The current server name prepopulates this field. To create the staging database on a remote server, enter the IP address or machine name of another server on your network.
b For Authentication, select Windows or SQL Server and (for SQL Server authentication), enter the Login name and Password.
If you use Windows authentication, you can only access other servers within the same domain. To access a server in a different domain, use SQL Server authentication.
Phase 2: Migrate your data
In this phase you will configure and test your source, staging, and destination databases, and then run the migration. The data is first transformed from Oracle to SQL Server in the staging database, then migrated to Centricity Practice Solution destination database.
Phase 2: Migrate your data [ duration varies based on DB size]
c For Database Name, enter a name for this staging database. The default name is EMRStagingDb. Unless you require multiple staging databases, GE recommends you accept the default.
d Click Create Staging Database. When the process is complete a confirming message displays to the right.
4 Click Next. A summary screen lists the actions completed and the name and location of the staging database. Click Finished to continue to the next phase or Exit to leave the wizard.
If the selected destination database already contains migrated data, the wizard alerts you and asks you to confirm your selection. If you click Yes to continue, the wizard then checks the patient data in the destination database.
If it find potentially duplicate patient records, you’ll be asked to confirm again. Unless you are migrating multiple EMR databases to a single Centricity Practice Solution database, click No, and return to the Select Migration Type window to reconfigure your migration.
1 On the Welcome screen, click Phase 2: Data Migration Tasks.
The Select Source, Staging, and Destination Databases screen opens, where you will configure and test the connections for the source, staging, and destination databases.
2 Under EMR 2005 Database, for Host String, enter the name of the Oracle source database for the migration and the Oracle user Login name and Password.
3 Under Staging Database confirm the name and authentication for
Phase 2: Migrate your data
4 Under Practice Solution Database, do the following:
a For SQL Server enter the name of the destination database–the Centricity Practice Solution database your EMR data is migrating to.
b For Authentication, select Windows or SQL Server and then enter the SQL Server user Login name and Password for the destination database.
c For Database, if there is more than one database on the server, select the name of the Centricity Practice Solution destination database into which your EMR data will migrate.
The Data Migration Wizard attempts to locate and log in to the source, staging, and destination servers. If validation is
successful, all server icons are green and the application displays a Validation Passed alert.
5 Click Validate Connections. The wizard attempts to locate and log in to the source, staging, and destination servers. If validation is
successful, all server icons are green.
If required source or destination database versions are not found, you’ll be instructed to upgrade to the required or latest version. See
“Phase I: Prepare data and environments” on page 2. If the
destination database version is more recent than your version of the Data Migration Wizard, you’ll be instructed to update the wizard.
6 Click OK to close the alert window and then click Next.
To ensure the quality of the migration, the Data Migration Wizard runs pre-migration checks on your source and destination databases and lists data items and issues found.
7 On the Pre-Migration Checks window, click a data category to see details displayed in the field below.
Plan to run these checks prior to migration if you have a lot of data cleanup work to do. However, you need not exit the wizard to resolve errors, except when instructed to call Centricity Practice Services. Some errors must be corrected before you can migration.
The wizard checks for the following types of data:
• EMR custom reports that may require updating. In the integrated Centricity Practice Solution schema, old EMR custom reports may not work properly. For information about updating reports, see Chapter 4, “Migrating and upgrading custom reports.” You may want to revise your custom reports before migrating, so they will be available and ready to use in the new system.
•• User MIK Mappings between source and destination databases.
The Data Migration Wizard checks both database to confirm that users in the EMR database are mapped to IDs in the destination database. Any unmapped EMR users will be created as Resources in the destination database by default and assigned a new user logon name. These users may require additional setup to access Centricity Practice Solution.
• User name conflicts. Listed user logons in the EMR database have been assigned in the Centricity Practice Solution database prior to migration. To avoid overwriting these user identities, during migration, change the logon name. You’ll have an opportunity to merge these users in the wizard after migration completes.
• Pending LinkLogic tasks. The wizard checks the EMR database and lists the number of pending tasks. Complete these tasks before migrating.
• Duplicate patients. The wizard looks for possible duplicate patients in the source Oracle database, by comparing patient last name, SSN, birth date, sex, and home location. Any possible duplicates are migrated to the destination database if they are not resolved prior to migration.
• Clinical data integrity in the EMR database. The wizard checks for orphaned clinical data associated with invalid patient and user IDs. If the wizard reports the presence of invalid user or patient data, exit the wizard and contact Centricity Practice Services for help identifying any invalid data.
You will not be able to continue the migration until these problems are corrected.
8 After correcting problems, click Perform Checks in the tool to re-run the data checks. If you pass the clinical data Integrity check, click Next to continue.
9 On the Pre-Run Summary screen, confirm your configurations for the data migration and do the following:
• To start the data migration, click Go!
• To change your configuration, click Previous twice. This returns you to the database setup screen, where you can change your configuration and revalidate your connections.
Phase 3: Post-migration cleanup
Phase 3: Post-migration cleanup
When you migrate EMR data into a Centricity Practice Solution database with pre-existing PM data, the wizard attempts to match source EMR data with existing PM data.
Some data cannot be successfully matched and needs your input to be migrated, for example multiple patient matches or providers with invalid IDs.
Other data is not migrated because it is either invalid or an exact match already exists in the destination database. These data are displayed for information purposes only. For some unmigrated data, however, you’ll be able to add records or update matches.
DO NOT STOP the migration during the first process (Transfer Oracle Data to Staging Database) unless an error occurs. This may cause problems later in the migration. Do not attempt to modify the staging or destination databases during migration.
10When all tasks are completed, click Next to continue.
The Wizard display the results of migrating EMR tables related to Users, Resources, Contacts, Businesses, and Patients to new tables in the Centricity Practice Solution schema. This table shows migration results for these tables. For the records in each table, the following information is displayed:
- Total records - Migrated records
- Records with a single exact match - Records with multiple matches - Records with invalid remapping
- Records with possible duplicates (in the source database
- Orphaned records (associated with invalid data, for example, a contact for a nonexistent patient)
- External ID mismatch - Ignored records
Carefully review these results for anomalies or unexpected results.
If desired, copy and paste this data into a spreadsheet to review later.
For detailed information about how EMR data is migrated to the Centricity Practice Solution schema, see “Data migration processes”
on page 21.
11To continue to the next phase, click Finished.
The initial Welcome screen displays.
About post-migration cleanup tasks
Post-migration data cleanup includes three categories of data and tasks:
Items requiring immediate action
Data with multiple partial matches that must be manually matched to complete the migration
Critical data integrity problems, including orphaned documents, flags, and data related to allergies, observations, orders, directives,
medications, or problems mapped to an invalid relationship–to a patient or user that does not exist in the destination database. You may need to contact Centricity Practice Services for help in manually restoring or removing these data.
Optional items requiring action
These include data you can optionally change in the Data Migration Wizard or in the application. Some optional items may not appear in the list if that condition does not exist in your data.
Items for review
These records are not migrated because they are invalid or an exact match already exists in the destination database. These items are informational only.
Phase 3: Post-migration cleanup [ 1 - 4 hours
Items requiring immediate action
1 On the Welcome screen, click Phase 3: Post-Migration.
IOn the Immediate Action Required window, you’ll see critical data requiring your input. These items must be addressed before the migration can be completed.
As you complete items on this window, they are removed from the list. When all items are completed, you can click Next to continue.
Note: If you have no data that require your action to migrate, you’ll see the Optional Items Requiring User Action window.
Phase 3: Post-migration cleanup
3 Select each data item in the list and follow the instructions displayed to resolve it. You may be required to quit the wizard to resolve problems in the source database and then re-run the migration.
4 For Patients (or Businesses) with multiple matches, select a record in the list and click Choose Patient (Business) Match, or just
double-click the record in the list.
A window opens with the selected record and all potential matches listed below.
5 Review the displayed data matches and do one of the following:
• Select a match and click OK. This identifies a matching record in the destination database and closes the window. The matched record is now italicized in the list.
• If you choose not to match and migrate the data, click Cancel to close the matching window.
6 To confirm the match and migrate the matched data, click Resolve Patient or Resolve Business. The data will be migrated to the matching record, and the matched record will appear greyed out in the problem data list.
This does not remove pre-existing duplicates in the destination database. You must remove those manually within the Centricity Practice Solution application.
To save a group of matched items, depress the Shift key and select the items to group. Then click Save Changes to migrate the group.
7 When all data problems are corrected, click Next to continue. This completes the migration. Your database is ready for use.
Optional items requiring user action
This screen provides additional tools you can use to review data and perform the following common cleanup tasks. Some items may not appear in the list if that condition does not exist in your data.
1 Under Items Requiring User Action, select from the following optional data cleanup tasks. The tasks options displayed are determined by the types of data encountered during the migration.
2 Under Patient/Person Data, select Duplicate EMR Patients Created as CPS Patients. These duplicate patients were migrated to the destination database. They must be merged later in the application.
Right-click on the list to copy and paste it to a spreadsheet or text document.
3 Under Patient/Person Data, select EMR Patients with PatientIds in use in CPS. These patients have new PatientIds because their IDs was already in use in the Centricity Practice Solution database. Change these IDs to more meaningful values in the application in
Registration.
Right-click on the list to copy and paste it to a spreadsheet or text document.
4 Under User/Role Data, select Resolve EMR and CPS users with Same Logon Names. Centricity Practice Solution user logon names already in use were renamed to prevent conflicts with migrating EMR users.
To merge these users do the following:
a Select a logon conflict in the list and click View Logons Affected to view the matched users.
b Click OK to accept the match.
c Click Merge Logons to confirm the merge.
5 Under User/Role Data, select Change New Resources from EMR to Providers. These EMR users were migrated and assigned as
Resources. To optionally change them to Responsible Providers, do the following:
a Select one or more users in the list.
b Click Change Resource to Provider to complete the change.
6 Under User/Role Data, select Change New Providers from EMR to Resources. These EMR users were migrated and assigned as
Providers. To optionally change them to Resources, do the following:
a Select one or more users in the list.
b Click Change Provider to Resource to complete the change.
7 Under User/Role Data, select Merge EMR Resource/Provider with an Existing CPS Resource/Provider. These EMR Resources/Providers had no match in the destination database. To match and merge EMR Resources and Providers with Centricity Practice Solution Resources and Provider, do the following:
a Select a user in the list and then click View CPS Resources.
b Select an unassigned Resource/Provider.
Phase 3: Post-migration cleanup
8 Under User/Role Data, select Security Groups created from EMR Roles. These groups were created during the migration based on existing EMR Roles. If they do not exist in the Windows or server domain selected for security authentication, you must create them manually in Active Directory. Right-click on the the list to copy and paste it to a spreadsheet or text document.
Items for review
With the exception of possibly duplicate insurance information, the
view-only records listed in this section were not migrated because an exact match was found in the destination database.
• Where relevant, click View Match to review the matched information.
• Click Cancel to close the window.
• Anomalies should be addressed outside the Data Migration Wizard. You can copy and paste these data into a spreadsheet or text document.
1 Under Business Data, review the following items:
• Invalid Provider Relationships - invalid providers associated with a code or category that were not migrated.
• Invalid EMR formularies associated with an Insurance Carrier - invalid formularies not migrated.
• EMR Insurance Matched to CPS Insurance - not migrated because an exact match was found in the destination database.
• EMR Businesses with no relationships - not migrated because they have no relationship with a Patient.
Possibly Duplicate Insurance Information - plan, insurance, and formulary information created for an insurance carrier that may duplicate existing data. By default these insurance carriers are set to Inactive status.
Because information about insurance carriers is being moved to new locations in different tables in the new database, some information might be duplicated. Copy and paste this information into a spreadsheet or document and remove the duplicates later in the application.
2 Under Orphans, review the following items:
• Contact relationships not migrated (invalid patient). Contact Relationships associated with an invalid patient are not migrated.
• Contact relationships not migrated (invalid contact). Contact Relationships associated with an invalid contact are not migrated.
Information about the relationship between a patient and contact can be “orphaned” when the patient record is removed from the database, but the contact information remains. A contact can be
Information about the relationship between a patient and contact can be “orphaned” when the patient record is removed from the database, but the contact information remains. A contact can be