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Overview

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What is data migration?

Data migration is the process of transferring patient data from one EHR system to another EHR system.

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What are the benefits of transferring data from your legacy EHR into Elation?

Transferring your patient data from your legacy EHR into Elation has the following benefits:
  • You can use historical data to build your Elation patient charts.
  • You will not need to reference patient data in multiple locations because all your patient’s data will be available in your patient’s chart in Elation.

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How do you transfer data from your legacy EHR into Elation?

There are two options for transferring your data from your legacy EHR into Elation. Practices are encouraged to pursue both options if possible to maximize the amount of data that can be moved into Elation.
  1. Elation’s complimentary data migration - Elation performs one import of each of the following data types as long as as the data meets our specifications:
  • Demographics
  • Appointments
  • CCDAs
  1. ‘Just-in-time’ manual migration - you manually move your data into Elation as patients are about to be seen in the office

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Migration Details & Instructions

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Elation’s complimentary data migration

Elation can perform one complimentary import of each of the following data types if the data meets our specifications.
  • Demographics
  • Appointments
  • CCDAs
These bulk imports can save you time and ensure you have the historical data you need by go-live to start seeing patients. If you would like Elation to perform a bulk import of any of the below data types, please follow the instructions below to request your data from your legacy EHR and send it to Elation. Reference the table below for more details about each data type.

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Step 1: Inquire how to export data from your legacy EHR

  1. Ask your legacy EHR the following questions to understand what options they offer for requesting your data in bulk.
  • How do I obtain demographics for all of my patients into a spreadsheet file? Can I generate this file from the EHR myself?
  • How do I obtain CCDA files for all of my patients? Will I be able to export CCDA files in bulk or will I need to export for one patient at a time?
  • How do I obtain future appointments into a spreadsheet file? Can I generate this file from the EHR myself?
  • How do I export a copy of all of my patient charts? What type of records are included in this export and what format(s) do they come in? Can I export patient charts in bulk or will I need to export for one patient at a time?
  • How long does it take to perform each of the 4 exports mentioned above?
  1. Once you have and understand the answer to the questions above, share the details with your Elation Engagement Advisor.

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Step 2: Export and share data from your legacy EHR with Elation

5 days prior to your Elation go live:
  1. Export the demographics, CCDAs and appointments data from your legacy EHR.
  2. Send the files to Elation through a secure URL that is provided by your Elation Engagement Advisor.
Elation’s team will review the data and, barring any issues, will import into your account by your go live.
  • If we find quality issues with your legacy EHR data, your migration timeline and go live date may be affected.

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Step 3: Request a full data export from your legacy EHR

Besides exporting your demographics, CCDA, and appointment exports, you will need to request a full data export from your legacy EHR for record-keeping purposes. Wait until you ‘go-live’ and start seeing patients using Elation to make this request.
  • Data that you receive through this full export will not be imported into Elation by Elation’s team. If you wish to bring any additional data into Elation, you’ll need to use the ‘just-in-time’ manual migration process .

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Enhanced Bulk Document Import (paid add-on)

In addition to the complimentary data migration, Elation offers an Enhanced Bulk Document Import for practices that want to make their historical documents more accessible and actionable within Elation. With this paid offering, Elation uses OCR and AI to parse the text of imported PDFs and scanned images and generate a summary of each document. This unlocks two capabilities that the standard bulk document import does not provide:
  • Full-text search in the Chronological Record. The parsed text of each imported document is indexed and keyword-searchable. When you search the Chronological Record, matching imported documents appear in the results — not just documents whose titles match your search terms.
  • Clinical Insights integration. AI-generated summaries of the 20 most recent imported documents are made available to Elation AI, so Clinical Insights can surface relevant historical information to support clinical decision making.
This offering is available to:
  • New customers onboarding with Elation
  • Existing customers bringing on additional locations or providers
To learn more or request this add-on, contact your Onboarding Manager or Customer Success Manager.

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‘Just-in-time’ manual migration

With the Just-in-time migration method, you or a member of your practice manually adds data into Elation as patients are about to be seen. This method gives you complete control over the timing and outcome of your data import and allows you to exclude data for inactive patients.

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Step 1: Inquire how to export data from your legacy EHR

Ask your legacy EHR the following questions to understand what options they offer for exporting your data in bulk. This helps expedite your data transfer workflows.
  • How do I export a copy of all of my patient charts? What type of records are included in this export and what format(s) do they come in?
  • How long does it take to perform a chart export?
  • Can I export patient charts in bulk or will I need to export this data for one patient at a time?

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Step 2: Import records on a rolling basis

Prior to a patient’s appointment, follow these linked instructions to manually upload data to your patient’s chart in Elation. We typically see practices upload the following records but you can transfer as much data as you deem fit:
  • Last visit note
  • Most recent lab results

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Frequently Asked Questions

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Can patients view their migrated visits in Patient Passport?

Migrated visits are often imported as attached documents — such as PDFs or scanned chart files — rather than structured Elation visit notes. Because of this, they do not automatically appear in Patient Passport the way visit notes documented directly in Elation do. If a patient needs to review older visits, you can share those records directly by printing or downloading them, or by uploading them to the patient portal using your existing document-sharing workflow.