Purpose
Gather Requirements
Develop Client Import Plan
Import Clients into EMR
Ensure Each Import Client in EMR is Active and Recalls are Reopened
Ensure Each Imported Client in EMR has PARIS Generic EMR Referral
Inform Health Records
Appendix: Data Transfer/Migration from Another EMR
Purpose
Clinics who currently utilize a different documentation system than Profile EMR may require cutover, whether manual or by batch using a macro. Batch import macros have been developed for Clients, Appointments, and Inward Referrals.
Client Import:
If the clinic can provide a list of clients, EMR team can run a batch job to import the clients into EMR. Some clinics might opt to not perform a batch import but register clients as they are seen after the go-live.
There are two types of batch jobs for client import:
- Batch importing clients from PARIS to EMR
- Batch job to update the PC POS and Alt POS in the yellow bar
Some clinics (if the clinic is already on EMR but being separated out of a POS) might only need a batch job to update PC POS and Alt POS
Gather Requirements
Pre-Requisites
Tools and Resources
- Client Import workbook
Point Person
Instructions
Client import can be done pre go-live (after soft launch of POS) or just after the go-live.
- Ensure that the client import template has been updated properly
- A developer will be assigned to create the batch job.
- Test the batch jobs in either QA1 or SUP to spot-check the imported data
Determine if clinic would require client import (Batch job to import clients from PARIS to EMR and batch job to update the clinic under PCPOS or Alt POS
Complete patient list with mandatory fields has been received from the clinic
If < 100 clients, manual entry via Client Registration Form may be preferred method versus import
Develop Client Import Plan
Pre-Requisites
- Requirements gathered and itemized which parts of the client record are to be imported
Tools and Resources
- Existing Batch Macros
Point Person
- Lead analyst
Instructions
- Analyst to work with Developer
Import Clients into EMR
Pre-Requisites
- New POS Soft Launch - Clinic record has been added in PROD (because the clinic will be added as PC or Alt POS)
-
The analyst working on the Next New Clinic Implementation with Batch Client Import will complete these two outstanding work items to improve the existing Client Import workflow/macro
Tools and Resources
- Lead Analyst
- Technical Team if batch
- Clinic Resources if manual
Point Person
Instructions
- Test run of import in EMR QA1 or EMR SUP
- Report back to clinic for any corrections required
- Final Import into EMR PROD
- Update List of clients to be imported into EMR
Ensure Each Import Client in EMR is Active and Recalls are Reopened
Pre-Requisites
- See outstanding work item to update the client import macro: EMR-5440
- As of 26 Feb 2024, next New Clinic Implementation requiring a client import will complete EMR-5451 and update this section of the toolkit
Tools and Resources
- Lead Analyst
- Technical Team for development
Point Person
Instructions
- To be updated by analyst working on EMR-5440
Ensure Each Imported Client in EMR has PARIS Generic EMR Referral
Pre-Requisites
- See outstanding work item to batch update this in PARIS: EMR-5451
- As of 26 Feb 2024, next New Clinic Implementation requiring a client import will complete EMR-5451 and update this section of the toolkit
Tools and Resources
- Lead Analyst
- Technical Team for development
Point Person
Instructions
- To be updated by analyst working on EMR-5451
Inform Health Records
Inform Health Records if there is any data conversion
Pre-Requisites
Tools and Resources
Point Person
Instructions
Appendix: Data Transfer/Migration from Another EMR
If program is requesting data transfer/migration from another EMR, engage Profile EMR manager and team lead as soon as possible!
See attached Data Transfer Guide from Intrahealth (May2025). This guide is informational and not a contract. Each EMR is unique, so Intrahealth offers customized support to ensure a smooth and tailored data migration process.
When migrating from an existing EMR to Profile, programs can choose from the following data transfer formats:
- MSVA Format
- Includes: Basic patient demographic data only (e.g., Name, PHN, Date of Birth).
- Best for: Clinics that only need to transfer patient identity details without clinical records.
- CDS Format
- Includes: Basic demographics plus some medical record data.
- Best for: Clinics needing a limited clinical snapshot along with patient details.
- VCH Profile EMR Team experience: CDS Export from Oscar for Home ViVE was requested (see EMR-9167) - Not Recommended for OSCAR Users: Due to structural differences in how OSCAR stores and formats clinical data, the CDS format may result in incomplete or inconsistent data transfer. This can lead to gaps in the medical record or misaligned data fields in Profile EMR. Intrahealth also unable to provide mapping document. $500 per CDS import/clinician.
- PDF Format
- Includes: Human-readable PDFs of the medical record.
- Documents: Scanned files are transferred separately.
- Best for: Read-only access to historical records in a document format.
- Rich Data Transfer (JFA Format)
- Includes: Clinical, demographic, financial, and organizational data.
- Format: Delivered in Profile JFA format with a detailed data specification file (Jaffa Specification).
- Best for: Clinics seeking a comprehensive and structured data migration.
- VCH Profile EMR Team experience: This was done for Texada data migration from Wolf. See EMR-6619. It was time consuming and produced some issues that needed remediation (see EMR-9401).