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Data Conversion

One of the most pivotal issues in designing and implementing Epic is determining its relationship with other older legacy systems, and deciding what data from those systems will be transferred to Epic in order to populate patient records with historical data. Several workgroups and committees have been looking at this issue, and have created recommendations for the Epic Ambulatory Deployment.

Please note that the scope for data conversion at Howard County General Hospital and Sibley Memorial Hospital was established separately and is not addressed below. 

The following data has been or will be converted into Epic system at The Johns Hopkins Hospital, Johns Hopkins Bayview Medical Center and Johns Hopkins Community Physicians:

  • All existing data pertaining to patient information (MRNs and key demographics)
  • Patient visits from the last 10 years
  • Lab results from the last three years, plus selected lab results occurring within the last 10 years. (Which specific tests have not yet been determined.)
  • Imaging results from the last 10 years. (ECG waveforms from the last three years should be available using a link in Epic that will retrieve these images from Muse.)
  • Documents and notes from the last 10 years, including
    • All documents authored in or received in EPR for the last 10 years
    • All clinical summaries authored by JHCP during the last 10 years
  • Scanned documents. These will be available via Onbase. We will determine which documents in our current EDMS should be migrated to Onbase and visible in Epic. All ED summaries from HMED will be available via Onbase.
  • Vaccinations and immunization data. This information will be converted from EPR and from the JHCP GE Centricity system.
  • A limited set of clinical observations will probably be converted, but further investigation is needed to determine the scope.
  • Outpatient problem lists and medications will be migrated from the JHCP GE Centricity system because the data are coded and of high quality.

The following data will NOT be converted:

  • Inpatient orders, flowsheets, medication admission records, progress notes, and other similar records that are generate in Johns Hopkins Hospital Sunrise Clinical Manager and Bayview Meditech.
  • Text HMED ED notes in EPR, which are difficult to read. (Instead, this information will be viewable in Epic as scanned data.)
  • Ambulatory and ED data from the Johns Hopkins Bayview Meditech system
  • Data from the Oncology Information System

Additional decisions under consideration:

  • Ambulatory data in the Johns Hopkins Hospital Sunrise Clinical Manager system, especially for pediatrics and Wilmer
  • •Ophthalmology data for the Wilmer clinics
  • Growth chart data (e.g., height and weight) for pediatrics
  • Allscripts ePrescribe
  • Future appointments. (Note, Epic has recommended that this information not be converted.)
  • In-house charges.
  • Insurance information. This may be out of scope because the Epic Ambulatory deployment does not include billing. (Epic has cautioned that their format is different and difficult to load.)

Ambulatory Data Conversion: overview