Classic to Centriq Data Migration

Transcription

Healthland Classic to Centriq Data Migration
User Guide
Copyright © April 16, 2013 - Healthland® All Rights Reserved.
www.healthland.com
1.888.868.0040
Please note: All other company, product, or brand names mentioned herein,
indicated or otherwise, may be trademarks of their respective owners.
Author: Learning Solutions (for Migration Services)
Contents
Healthland Classic to Centriq Data Migration ............................................................................................... 1
Contents ............................................................................................................................................... 3
Overview ................................................................................................................................................... 6
About this guide .................................................................................................................................... 6
Classic-to-Centriq data migration pre-requisites .................................................................................. 6
Migration project phases ...................................................................................................................... 6
Data migration overview ....................................................................................................................... 7
Document Management migration overview ...................................................................................... 10
During migration: Data maintenance rules in Classic ........................................................................ 10
Shared Information .................................................................................................................................. 11
User Administration (User Admin) ...................................................................................................... 11
Financial Accounting ............................................................................................................................... 13
Data clean up in Classic Prior to Master File Extraction .................................................................... 13
Procedures Immediately Prior to Transactional Migration ................................................................. 13
General Ledger ................................................................................................................................... 15
Cash Management ............................................................................................................................. 17
Accounts Payable ............................................................................................................................... 18
Materials Management ....................................................................................................................... 20
Payroll ................................................................................................................................................. 22
Human Resources .............................................................................................................................. 25
Credentialing ...................................................................................................................................... 27
Revenue Cycle ........................................................................................................................................ 28
Data clean up in Classic Prior to Transaction Migration .................................................................... 29
Procedures Immediately Prior to Transactional Migration ................................................................. 30
Patient Registration ............................................................................................................................ 31
Scheduling .......................................................................................................................................... 36
Billing .................................................................................................................................................. 39
Insurance Processing ......................................................................................................................... 41
Accounts Receivable .......................................................................................................................... 43
Collections .......................................................................................................................................... 45
Medical Records ................................................................................................................................. 47
State Reporting................................................................................................................................... 50
Home Health ....................................................................................................................................... 51
Clinical Application Modules ................................................................................................................... 52
Clinical Documentation (Clin Doc) ...................................................................................................... 53
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Clinic ................................................................................................................................................... 56
Emergency Department (ED) ............................................................................................................. 57
Hospital ............................................................................................................................................... 58
Maintenance ....................................................................................................................................... 59
Laboratory .......................................................................................................................................... 60
Pharmacy ........................................................................................................................................... 62
Radiology............................................................................................................................................ 65
Transcription ....................................................................................................................................... 67
Appendix A: Migrated Summary Data Samples...................................................................................... 68
Overview ............................................................................................................................................. 68
Samples .............................................................................................................................................. 69
Accessing the PDF Documents in Centriq ......................................................................................... 78
Appendix B: Reference Materials ........................................................................................................... 80
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Revision history
Date
Author
Update
04/02/2013
Learning Solutions
Update: Added information to the Clinic section regarding
history data, ePrescribing, and Patient Care Guidelines.
03/21/2013
Learning Solutions
Update: Changed Classic Financial Release level from 9.6.2 to
9.6.4 on p. 6.
03/08/2013
Learning Solutions
Initial draft. As additional content is gained, subsequent
revisions will be revised.
04/16/2013
Learning Solutions
Update: Outstanding Financial information added
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Overview
About this guide
Disclaimer: This guide is very much a working, dynamic document. As additional content is
gained, it will be added to the appropriate section. Please consider the content in this document
as information that is current at this time.
This guide provides information about what data is migrated from Healthland Classic to Centriq. It
provides information about the scope of the data migration and areas where the migration project team
will have some manual work to do.
Overview
This section provides an overview of migration projects and
the data migration phase in particular.
Pre-migration: Data clean-up in
Classic
This section describes the clean-up tasks you should
complete before the data migration project begins.
During migration: Data
maintenance rules in Classic
This section describes the data maintenance “rules” you must
follow while a Classic to Centriq migration project is in
process.
Application Modules
A section for each Centriq application module includes
information about the data that is migrated into Centriq during
the migration project and where the data comes from.
Appendix: Reference Materials
Classic-to-Centriq data migration pre-requisites
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Classic Financial Release level is 9.6.4 or higher
Classic Clinical Release level is 9.5.3 or higher
Classic Enhanced Billing
Classic Enhanced Payroll
Pre-migration: Data clean up in Classic: correct typos, remove duplicates, inactivate records
Migration project phases
Assessment
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Plan &
Validation
Build &
Configure
Migrate
Validation
& Testing
PreActivation
Activation
Enhance
Assessment – Healthland reviews Classic environment and develops migration plan
Plan & Validation – Assessment findings are validated with the Client and a project plan and
staffing is established and needed hardware is acquired
Build & Configure – Based on validation, Centriq knowledge, and information shared with key
Client decision makers, a system is built and configured for each application
Migrate – Data structure is set and data migrated into the Centriq environment
Validation & Testing – System and data are validated and user testing is completed
Pre-Activation – End user training is completed and parallel testing is done to validate readiness
for cut-over
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Activation – Centriq system is activated and production activity moves to system
Enhance – As knowledge is gained and users get comfortable with workflows and set up,
additional functionality is incorporated
Data migration overview
A combination of pre-configured data and migration programs that move data from your Classic platform
create a basis from which to configure and build your new Centriq applications.
Gold Standard database
The Gold Standard database is a pre-configured database of common and standardized values, such as
clinical orders, user roles, units of measure, routes, frequencies, and standard flow sheet assessments.
The Gold Standard provides a standard setup in Centriq and decreases configuration time by reducing
routine setup.
Migrated data
Healthland uses a combination of tools and programmed scripts to move data between the Classic DB2
database and the Centriq SQL Server database. Tools include Excel spreadsheets and CSV files when
intermediate steps are needed between the two databases. It’s important to note for some master files,
the best method of putting data into Centriq is to manually enter it (build it) directly in the application.
Cross-Referencing Classic to Centriq
Some master data in Classic requires a mapping or transformation to Centriq. Master data is extracted
from the Classic database to a Classic-to-Centriq Cross Reference Excel worksheet for review. Centriq
values will be extrapolated from these values and a cross-reference of the Classic code to the Centriq
value is provided to the migration team. Some values may have a many to one relationship in the crossreference to assist in cleaning up historical data. Most of these values will be manually built in Centriq as
there are additional attributes required in the configuration compared to Classic. The cross reference is
used multiple times throughout the migration process.
EXAMPLE OF A CLASSIC TO CENTRIQ CROSS REFERENCE: DEPARTMENTS
In Classic, departments are defined in Clinical, Accounts Receivable, Payroll, and Materials Management.
In Centriq, all departments are defined in one table that is shared globally. If there were no intervention on
migrated data, one department such as Emergency Department (which may have been represented in
Classic as Emergency Department, ED, or Emergency) would migrate into Centriq and appear as multiple
departments. This is an issue in Centriq, such as when you assign departments to users. Duplicate
departments means you might assign the incorrect department to users. Before data is migrated into
Centriq, you will work with Healthland to review and define your department codes and descriptions.
These departments will define your Departments master data and also will be used to migrate in the
correct transactional data from Clinical, Accounts Receivable, Payroll, and Materials Management.
Data migration order
1. Financial Master Data Migrated from Classic
2. Clinical Master Data Migrated from Classic
3. Spreadsheets loaded into Classic
4. Configuration and Build in Centriq
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5. Build the Cross Reference worksheet
6. Financial Transactional History
7. Clinical Transactional History.
About master files
Centriq master files are created using a combination of methods, including:
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Pre-populated from the Gold Standard database
Built directly in Centriq
Populated from a spreadsheet
Migrated from Classic
About transactional history
Healthland migrates in financial and clinical transactions to help validate the master file setup and to
provide a data set for training. When it’s time for activation, the training data is dropped and current
transactions are loaded.
The transactions data migration programs use information from the Data Migrations Cross-Reference
spreadsheet.
What data is migrated?
For detailed information about what data is being migrated for each Centriq application module, refer to
the chapters in this guide.
DISCRETE DATA VERSUS SUMMARY DATA
Discrete data: Data that will be migrated directly into the Centriq database and merged with new data
you create when using Centriq. Discrete data is available for reporting.
Data migrated in discrete form includes:
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Financial Management: Chart of accounts, account balances, budget values
Accounts Payable: Vendor master, paid check history, check reconciliation
Patient Management: Patient demographics, guarantor, insurance, visit information
Accounts Receivable (Billing/Collections): (see Patient Management above), detail charge
history, detail payment history, insurance/statement dates, collection notes/patient
notes/admission notes
Medical Records (HIM): Diagnosis codes, procedure codes/dates/physicians, service
codes/dates, DRG number/payment, MDC, occurrence codes/dates, value codes/amounts,
reason for visit information
Physician Practice Management (PPM): Full DRP sites data being merged as part of the
Hospital data migrated, detail charge history, payment history
PPD: Patient’s preferred method of communication, immunizations
Pharmacy: Medication forms, unit of measure, formulary items (manually edited/loaded)
Laboratory: Orders, Results
Intake/Output
Vitals: Height, Weight, Blood Pressure
Summary data: Data that has been summarized, converted to a .PDF format, and stored in the
Document Management system during the Document Migration. Summarized data is available to view
from the applications. Summarized data is not available for reporting.
NOTE: No data from the Financial suite is summarized at this time.
The summarized data documents are generated during the document migration process. Summarized
data includes the following types of data. When searching for these documents in the Centriq
applications, some are based on MPI, some on visit, and some on referral ID:
Summary Type
Entity it is tied to
Orders
Visit
Allergies
MPI
Medications
Visit
Vitals
Visit
Progress
(Assessments)Notes
Visit
Soap Notes
Visit
PPD Referral
Referral ID
Lab results
Visit
I&O's
Visit
Forms
Visit
Transcribed Documents
Visit
For more information, see Appendix A: Migrated Summary Data Samples.
OUT OF SCOPE FOR DATA MIGRATION
Financial
Fixed Assets
Clients may purchase MoneySoft® Fixed Asset Pro™.
Executive Information System
(Healthland Analytics)
Compatible with Centriq.
Clinical
Inpatient Medications
Long Term Care
Centriq-based product
Home Health
Time and Attendance
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Document Management migration overview
The Document Management migration is performed on your on-premise or hosted server. This process is
independent of the data migration and can start as soon as the hardware or environment is available for
your Centriq solution.
What documents are migrated
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Scanned images
Archived text reports
Transcribed documents
Data Migration summary data
NOTE: All scanned documents will be migrated, regardless of age.
For more information, see Appendix A: Migrated Summary Data Samples.
During migration: Data maintenance rules in Classic
To maintain the integrity of the Classic data while Centriq is being set up, it is important to follow some
rules in your live Classic database. These rules are in effect once data has been backed up and data
migration begins. They remain in effect until the day you stop working in Classic and go live on Centriq.
CLASSIC MASTER DATA RULES
YOU MAY:
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Add new master data in Classic and Centriq (charge codes, doctors, insurance companies)
Inactivate master data in Centriq
NOTE: If you add a new code in Classic, you must also add that new code in Centriq. You must keep
records of all newly added codes. At the time of go live, provide the list of added codes to your Project
Manager.
YOU MAY NOT:
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Delete master data in Centriq until after the final transactional migration
Change codes (for example, financial class codes) until after the final transactional migration
Change the Chart of Accounts or Suffix until after the financial transactional migration
Shared Information
User Administration (User Admin)
Application Function
The User Administration application allows users to establish security settings per login. The application
also controls global settings such as companies and patient chart security.
Master Files
GOLD STANDARD
The following list of master files are configured with the predefined data in the Healthland Gold Standard
system. Minimal changes will be required for these values.
Master File
Description
User Roles
Predefined security by application for
typical job duties in a facility
Departments
Shared departments table utilized
Role Types
MANUAL SPREADSHEET
None
CROSS-REFERENCE CLASSIC TO CENTRIQ
None
BUILD IN CENTRIQ
The following list of master files will be manually built in Centriq.
Master File
Description
Users
User/Login setup and associated
security
Companies
Company setup which controls the
number of companies and company
calendar
System Parameters
Customize the behavior of the User
Administration application
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MIGRATE FROM CLASSIC
None
Transactional Information
There is no transactional data migrated for User Administration
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Financial Accounting
Data clean up in Classic Prior to Master File Extraction
Materials Management Maintenance
 Verify the correct charge code is linked to the supply code and resolve discrepancies, if
applicable
 Review supply items an inactivate items no longer in use and/or inactivate duplicates
 Work with the Accounts Payable department to review vendors and inactivate vendors no
longer in use
Accounts Payable Maintenance
 Review vendors and inactivate vendors no longer in use. Verify the vendors you inactivated
with MM to ensure that none of the items in the Item Master are linked to that Vendor.
 Ensure that the Accounts Payable application (Open AP) balances to the General Ledger AP
account
Payroll Maintenance
 Verify employees that are no longer active have a Termination Date in the Employee Master
tab of the Employee Information screen
 Inactivate all Retire Codes per employee if the employee is no longer participating in them.
o Employees may be flagged as Active for a Retire Code with 0.00 dollar amounts. The
retire code needs to be flagged as Inactive.
 Print a Benefit Register including terminated employees from 1/1/1940. Identify employees
who have a balance for benefits in Classic that should not. Once these have been identified,
remove their balance through the Benefit Master tab in the Employee Information screen.
Financial Management Maintenance
 Print a Chart of Accounts. Verify that all Revenue and Expense accounts have a Clear to
Account and Step. If not, input the appropriate Clear to Account and Step number in the GL
Account Maintenance screen.
 Print a Trial Balance and verify that the Debits and Credits balance. If they do not, work with
Client Care to get your system back in balance.
Procedures Immediately Prior to Transactional Migration
1. Accounts Payable/Materials Management
 Post received goods
 Post all invoices and returns
 Post all inventory adjustments
 Post all issuances
 Upload all invoices
 Print an Invoice Due Report including Held invoices with a date of 12/31/2040. The total on
this report should match the total in the GL for the AP account once GL has completed the
Post to Master process
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2. Payroll
 Process all time tickets in Time Entry (Complete the Pay Period End Maintenance)
 Post payroll to master
 Post labor expense may need to be completed (discuss prior to migration, this varies based
on the timing of the migration)
 Post manual checks
 Post voided checks
 Post regular checks
 Archive the following reports for balancing:
i. Standard Withholding Report for QTD & YTD
ii. Retire Withholding Report for QTD & YTD
iii. Scheduled Withholding Report for QTD & YTD
iv. Detail Benefit Register including terminated employees with a date of 1/1/1940
v. Detail Benefit Register excluding terminated employees
3. General Ledger
 Post all journal entries to the GL master
 Verify the system is in balance (debits and credits) ) by printing a Trial Balance for the latest
period that has GL entries in the current Fiscal Year
 Print the Unposted Journal Entries for Periods 1-13. Use this report to verify all entries have
successful posted to master.
 Verify the system is in balance (GL to feeding application)
 Accept the appropriate budget into the GL master if this has not been completed for the
current Fiscal Year
 Complete the Year End Maintenance for the prior Fiscal Year (discuss prior to migration, this
varies based on the timing of the migration)
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General Ledger
Activity from the Centriq Financial applications is recorded in the General Ledger application and journal
entries are updated in real-time. Users can view original source transactions from subsidiary applications,
manage journal entries, manage budget amounts, and print financial statements.
Master Files
GOLD STANDARD
The following master files are configured with the predefined data in the Healthland Gold Standard
Master File
Description
Check List
Financial Report Headings
System Parameters
MANUAL SPREADSHEET
The following master files are extracted from the Classic database to an Excel worksheet. Clients will
review and update the information in the worksheet prior to its import into the Centriq database.
Master File
Budget Departments
Core Accounts
Minor Codes
Chart of Accounts
BUILD IN CENTRIQ
The following master files will be manually built in Centriq.
Master File
Proration
Special Reports
Access Rights
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None
The following information is migrated from Classic to Centriq in detail (discrete) format during the
validation and final migration processes.
Category
Examples
Journal entries
Account balances
Budget masters
Only for the fiscal years that are migrated
for Journal entries and Account balances
GL Stats accounts
Balances migrated
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Cash Management
The Cash Management application stores bank account information where checks are issued to from the
Payroll and Accounts applications and deposits are made via Accounts Receivable. Users can transfer
funds between banks, review bank balances and details of deposits, withdraws and adjustments.
Master Files
GOLD STANDARD
Master File
Description
System Parameters
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Master File
Banks
None
Category
Examples
Bank transactions
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Accounts Payable
The Accounts Payable application is used to pay outstanding invoices due to Vendors. Accounts Payable
integrates with:
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Accounts Receivable, to manage refunds
Material Management, to manage supply invoices and to track price discrepancies between the
PO and the invoice
Home Health, to manage entry of mileage
Payroll, to create invoices for Payroll Deductions and Employer Contributions or Benefits (ECBs)
Master Files
GOLD STANDARD
Master File
Description
Customize Required Fields
System Parameters
Payment Terms
MANUAL SPREADSHEET
None
Vendor Master
BUILD IN CENTRIQ
Master File
Banks
Locations
Recurring Invoices
None
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Category
Examples
Paid invoice header
Paid invoice detail
Vendor history
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Materials Management
The Materials Management application is used to manage distributed inventory. Users can enter and
process requisitions and purchase orders, and suggested reorders can be generated to maintain stock
levels. Materials management integrates with:
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Accounts Payable, to manage vendors
General Ledger and Accounts Payable, for invoicing and journal entry creation
Clinical Documentation and Pharmacy, for supply management
Master Files
GOLD STANDARD
Master File
Description
Terms and Conditions
System Parameters
Unit of Measure
Reasons
MANUAL SPREADSHEET
Master File
Items
Item Master
BUILD IN CENTRIQ
Master File
Markup Methods
Requisition Templates
Vendors Contract Prices
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Categories
Departments
Locations
None
Category
Examples
Purchase order details history
Purchase order headers history
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Payroll
The Payroll application processes employee payroll and generates required State and Federal reports.
Users can set up wage and deduction codes, track employer contribution benefits, and generate reports.
Employees can be paid different wage rates for different departments or jobs. Payroll can be used with
the Time and Attendance application.
Master Files
GOLD STANDARD
Master File
Description
Counties
Federal Taxes
Work Status
Positions
MANUAL SPREADSHEET
None
Healthland staff cross-reference the Race Codes.
BUILD IN CENTRIQ
Master File
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System Parameters
Location Departments
Locations
State Taxes
Time & Attendance > Setup (if
applicable)
Time & Attendance > Dept Xref
(if applicable)
Time & Attendance > Wage Seq
(if applicable)
Wage Codes
Workers Compensation
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-
Access Rights
Check List
Hour Bank Types
Hour Bank Rules
Master File
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Work Status
Positions
Banks
Deductions
Employees
Employer Contribution or Benefits
Wage Codes
Workers Compensation
Category
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Examples
History header
History wages
History deductions
History ECB
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Time and Attendance
The Time and Attendance application is used to manage employee time entries. Employees can clock in
via PC or central time clock and supervisors can review and correct time entries and assign pay codes to
employees. Time and Attendance is integrated with the Payroll module.
Master Files
GOLD STANDARD
Master File
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System Parameters
General Rules
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Master File
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Holidays
Pay Rules
Schedules
Employee Profiles
None
None
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Human Resources
The Human Resources application is used to manage employee information. Users can maintain job
applications, interviews, and employee reviews. Users can manage FMLA and COBRA. Documentation
can be scanned and attached to employee profiles. Human Resources is integrated with Payroll.
Master Files
GOLD STANDARD
Master File
Description
Counties
Races
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Master File
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Employee User Defined
Facility Property
Interview Types
Job Codes
Offer Templates
Orientation Types
Skills
Skill Sets
Termination Checklist
Locations (built in Payroll)
Location Departments (built in
Payroll)
System Parameters
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Master File
-
Employees (built in Payroll)
Evaluation Types
Health Tracking
Tests
Training Courses
Deductions (built in Payroll)
Employer Contribution or Benefits
(built in Payroll)
Positions (built in Payroll)
Wage Codes (built in Payroll)
Workers Compensation (built in
Payroll)
Work Status (built in Payroll)
Category
Job code
Health test
Employee health tracking
Training
Training details
Employee training
License types
Licenses
Evaluation
Employee evaluation
User defined
Employee user defined
Employee incident
Employee position history
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Examples
Credentialing
The Credentialing application supports credentialing for all staff types and tracks licenses, education,
continuing education, awards/commendations, memberships, complaints, litigation, and references.
Master Files
GOLD STANDARD
Master File
Description
License Types
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
None
Master File
License Types
None
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Revenue Cycle
1. Charge Master
 Inactivate charge codes not utilized and/or start internal discussions on what could be
inactivated. Working sessions will be conducted allowing you to inactive un-used charge
numbers.
 Validate that all charge codes in PPM are cross referenced to a Patient Management charge
number.
 Validate CPT/HCPC codes for current year values.
2. Charge Master Prices from Pharmacy
 Export from Pharmacy and import into the hospital charge master the current pharmacy
prices.
 Used to ensure the most current prices are in the hospital charge master prior to the charge
master data extraction.
3. Insurance Master
 Inactivate insurance companies not utilized (Patient Management) and/or start internal
discussions on what could be inactivated. Working sessions will be conducted allowing you to
inactive un-used insurance companies.
 Validate that all insurance companies in PPM are cross referenced to a Patient Management
insurance Company.
4. Doctor Master
 Classic does not offer the option to inactivate doctors. However, you can either review and
keep a list external to Healthland until master file review, or put a “Z” in the front of the doctor
name to help flag the inactive physicians.
 Validate that all doctors PPM are cross referenced to a Patient Management doctor.
 Review of physician names for typographical errors and data completion. The doctor name is
maintained in two separate places, and the field that is migrated to Centriq is: Patient
Management > Patient Information > File Maintenance > A/C Screens > Doctor Setup >
Locator / Box Information > Last Name/First Name fields (not the Doctor Name from the
Physician Master tab).
5. Transaction Codes (Patient Management)
 Review miscellaneous cash transaction codes and delete any un-needed values.
 Patient Management > Patient Information > File Maintenance > A/C Screens > Transaction
Codes
6. Patient Type (Patient Management) / Location Codes (PPM)
 Working sessions will be conducted to review Patient Type and Location values. You will be
able to combine or delete values no longer needed for historical tracking. Internal review can
start in preparation of the calls.
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Data clean up in Classic Prior to Transaction Migration
1. Admission / Claim Type Balances:
 Review the following report and cleanup any zero balance admissions where the claim types
are not zero. Balances convert at the claim type level, and having any admissions listed on
this report will result in unpaid and credit balance accounts in Centriq.
 Report: Patient Management > Custom Reports > Zero Balance Admission with Non-Balance
Claim Forms
 Cleanup Process
o Move the payment/adjustment between the UB and 1500 when payment was keyed
to incorrect claim type (Patient Mgmt > Billing > Cycle Maintenance >Payment Claim
Type Reassignment.)
o Transfer Balance between Cycle and/or Claim Type (Patient Management > Patient
Information > Adjustments > Transfers).
o Combine cycle when claim types match and there is no need to maintain cycle level
detail, and no re-billing of the account is needed.
2. Discharge patients not actively receiving services:
 Report: Patient Management > Registration > Reports > Custom Reports > Non-Discharged
Patient with No Charges in xx Days (Typically use 60 to 90 days)
 Discharge using the last charge date.
3. Pre Admission
 Do not create any pre-admissions dated after the migration date.
 Centriq flags pre-admissions by a Y/N indicator on the episode (admission) screen. A
separate patient class for pre-admit is not utilized.
 Admissions that are pre-admitted in Classic with a patient type of “Pre-Admit” will need to be
re-admitted with a new admission (episode) number. If pre-admissions are done utilized the
correct patient type, those admissions will need to be verified but can be utilized.
4. Balance Accounts Receivable to General Ledger
 At the conclusion of the migration, the AR to GL balance is validated and MUST be in
balance before new charges or payments can be posted in Centriq.
 The AR to GL balance should be validated daily in Classic and Centriq.
 Current AR to GL balance can be found on the Daily Post reports in the Archiver > Daily
Charge /Cash Reports > Daily Post > Summarized Balance Report > GL Net Difference
(bottom line of report).
7. System Balance Report
 The System Balance Report, which is part of the Daily Post (in the archiver), should be
reviewed to ensure that all the values balance. This report shows the AR balance in the
various database files in Classic.
 If there are any discrepancies, please contact client care for assistance.
8. Balance Cash Clearing (If Applicable)
 Centriq does not utilize the cash clearing process due to improved cash posting processes
and a Cash Management application.
 If utilized, the “Cash Clearing” account should be at a zero balance.
9. Charge Master Prices from Pharmacy
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 Export from Pharmacy and import into the hospital charge master the current pharmacy
prices.
 Used to ensure the most current prices are in the hospital charge master prior to final
transaction migration. Used to update the charge master prices in Centriq with the current
prices from pharmacy.
10. DRP Errors
 Review and cleanup all DRP errors. Most data is migrated from the hospital database tables
such as patient insurance information. Outstanding DRP errors represent data that cannot be
synced between the hospital and clinic and thus may result in lost data.
11. Late Charges
 Review and cleanup all outstanding late charges. All late charges will migrated as “billed”
thus could lead to unbilled charges.
 Patient Management > Billing > Late Charge Work Menu > Late Charges Journal
Procedures Immediately Prior to Transactional Migration
1. Post and process all PPM activity to the hospital
 Post Charges
 Post Payments
 Upload and Post ERAs
 Post Bad Debts
 Balance Hospital and PPM balances
 Complete any billing process that has been started through download and transmit
2. Post all current activity
 All charges (both Active and on-hold) must be posted
 Bar-Coded Charges must be posted
 Generate and post room charges through cut off
 All HL7 Charges should be processed in
 All On-line billing entries must be posted
 All Home Health visits must be posted
 All Cash Receipts (both Active and on-hold) must be posted
 All ERA uploads must be processed and posted
 All Miscellaneous Cash must be posted
 All Self Pay Cash Receipts must be transferred
 All Bad Debt Transfer, Allowances, Small Balance Write Offs, Refunds and Payment
Transfers must be posted
 All Service Charges must be posted
3. Bills should be produced, printed, archived and transmitted for all available bills (based on days to
hold)
 Process Itemized bills for all PPM Patient Types
4. All Collections Notes should be uploaded
5. Print current Age Trial Balances from PPM and Hospital to archiver as backup
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Patient Registration
The Patient Registration application allows users to register and discharge patients. Users also maintain
the patient's Master Patient Index information (demographic, guarantor, insurance, emergency contact,
and privacy information). The Classic equivalent would be the Registration menu from within Patient
Management.
Master Files
GOLD STANDARD
Master File
Description
Authorization Types
Details the levels of authorization
given at a facility
Countries
Listing of all country codes
Diagnosis Codes
Listing of all diagnosis codes used to
identify what problems the patient
has
Injury Types
Indicates the type of injuries suffered
by a patient
Languages
Listing of languages codes
Procedure Codes
Listing of all procedure and HCPC
codes
Note: Each client is required to
purchase the current version of the
AMA CPT file yearly.
States
Master file of US States, US
Territories, and Canadian
providences
Transport Modes
Modes used to bring a patient
to/from the facility or are used to
transport the patient with in the
facility
Zip Codes
Listing of US and Territory Zip
codes, City, State, Zip, Country
Physician Statuses
Status of physicians
Disciplines
Broad categories of clinicians in the
facility
Specialties
Listing of clinicians specialties in the
medical field
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Master File
Description
Staff Types
Types of staff members that are
employed in the facility
Titles (Staff Titles)
Specific titles of clinicians
MANUAL SPREADSHEET
Master File
Description
Insurance Companies
Classic Term: Payers (PM) /
Insurance Companies (PPM)
List of insurance companies to
which the facility sends bills for
patient care
Staff
Classic Term: Doctor (PM)/
Provider (PPM)
Medical staff that admit or treat
patients
The following master files are extracted from the Classic database to a Cross Reference Excel worksheet
for review. Centriq values will be extrapolated from these values and a cross-reference of the Classic
code to the Centriq value will be provided to the migration team. Some of these values may have a many
to one relationship in the cross-reference to assist in cleaning up historical data. Most of these values will
be manually built in Centriq as there are additional attributes required in the configuration compared to
Classic.
Master File
Description
Patient Classes
Classic Term = Patient Type (PM)
/ Locations (PPM)
Categories of services provided
by facility
Financial Classes
Classic Term = Financial Class
(PM) / ATB Categories (PPM)
Categories of financial pay
sources
Bed/Locations
Beds and locations of a facility
Churches
Names and addresses of the
churches patients attend
(Optional)
Counties
List of valid counties in the US
Employers
List of employers
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Master File
Description
Patient Type
Classic Term = GL Suffix
Categorize patients for revenue
tracking and reporting
Race
US Census Bureau codes
Religions
Religion of a patient
Room Location Types
Chargeable room types such as
private, semi-private, swing bed
etc
Services
Types of service a patient is
receiving to further categorize
within a patient class
Unit Codes
Nursing stations
BUILD IN CENTRIQ
Master File
Description
Customize Required
Fields
Customize a select set of nonrequired fields and mark them as
required
Discharge Locations
External locations a patient is
taken to after being discharged
from a facility
DME Suppliers
Companies providing durable
medical equipment to your Home
Health patients
Facility
Facility identifies the different
divisions of a company; unique
facility for each NPI number and
facility address
Forms Library
Contains information on
registration forms
Pharmacies
Companies providing medications
to Home Health patients
Referral Sources
Facilities where a patient was
referred from, other clinics, HH /
LTC facilities
System Parameters
Customize the behavior of the
Patient Registration application
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MIGRATED DATA
Category
Examples
Patient Demographic Info
Address, Date of Birth, Gender, SSN, Race,
Ethnicity, HIPAA privacy date.
Guarantor Information
Address, Date of Birth, Gender, SSN
Note: Centriq maintains separate files for
Medical Record Numbers vs. Guarantor
Numbers. All guarantor numbers will be renumbered to avoid confusion by staff and
easy recognition between the two values.
Patient Insurance Information
Insurance, Subscriber Name, Subscriber
ID#’s, Group #, Group Name
Note: All insurances will be migrated with a
Discontinued Date of the migration date.
This will force admitting staff to verify all
insurance information and re-activate only
the current insurances.
Patient Employer
Employment information, although cleanup
in Centriq will be necessary
Episode Information
Admit Date / Discharge Date, Patient Class,
Primary, Secondary, Tertiary Insurance
information, Attending/Admitting Staff
information, Treatment Authorization
numbers, service codes
Episode Notes
Admission notes
DATA NOT MIGRATED
The following information is not migrated from Classic to Centriq.
Category
Reason
Emergency Contact Information
The database structure that maintains the
emergency contact info is also utilized for
Patient and Guarantor demographic
information. (The PEOPLE table). Due to
minimal data collected with contacts, we are
not able to link a contact in the necessary
means to make the data meaningful.
Power of Attorney Information
POA information is associated with
Emergency contact information in Classic.
Centriq it is associated with Emergency
contacts. (See item above).
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Category
Reason
Admission Insurance information for the
th
th
th
4 , 5 , and 6 payer for hospital
admissions
Classic supports having up to 6 insurances
for each admission. Centriq supports
having 3 payers (excluding self-pay). If an
admission has a 4th, 5th or 6th responsible
payer, there is no method to maintain that
information in Centriq.
Detail physician name on
Miscellaneous Doctor in Patient
Management
Centriq does not support the ability to
override the doctor name (MISC DOCTOR).
Each doctor must be setup in the staff
master.
Detail insurance company name &
address when using the “Forced
address” option in Patient Management
Centriq does not support the ability to
override the insurance company name
and/or address. Each unique insurance
company must be setup in the insurance
master file.
Medicare Questionnaire
The Medicare questionnaire will not migrate
and if needed for a MSP audit will need to
be retrieved from Classic at that time.
Historical PPM Accounts
PPM tickets purged to history prior to
activation of DRP The migration will only
pull data when there is an exact match on
both the MR# and Ticket#(Visit#) to the
hospital system.
HIPAA Directory Information
Classic supports 5 custom directories at the
admission or Medical Record level. Centriq
supports two values (Clergy/Directory) at
the episode level.
UB and 1500 Claims
Billing claims are not migrated. However a
UB and 1500 can be generated easily from
the claim screen creating the claim
immediately based on the migrated
charges.
Chart Deficiencies
All current deficiencies will need to be reentered in Centriq.
Claim Notes (UB/1500 notes)
This is currently a gap in the Classic to
Centriq applications.
PPM Data for Non-DRP or Partial DRP
systems
Only full DRP data is migrated at this time
with our current process.
Long Term Care – Resident Trust
All Resident Trust information will need to
be re-entered.
Long Term Care – Kardex/Calendars
No LTC information is migrated, information
will need to be re-entered in Centriq.
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Scheduling
Application function
The Scheduling application is used to schedule appointments for a variety of caregivers across the
healthcare continuum, including clinic appointments, ancillary departments, and surgery scheduling. The
Classic equivalent is Appointment Scheduler and Surgery Scheduling.
Master Files
GOLD STANDARD
The following master files are configured with predefined data in the Healthland Gold Standard system.
Minimal changes will be required for these values.
Master File
Description
Colors
Listing of pre-defined colors used
within Scheduling
System Parameters
Scheduling application
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Master File
Description
Anesthesia Types
Types of anesthesia used for
surgeries
Appointment Categories
Used to group appointment types
typically in Radiology
Appointment Status
Status for tracking purposes
Appointment Types
Anesthesia that may be ordered
based on appointment type
Circulation Hints
Circulation questions that can be
asked when an appointment is
scheduled, e.g. glove size
Clinical Questions
Clinical questions that can be
asked when an appointment is
scheduled
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Master File
Description
Customize Required
Fields
Users can select required fields
from a pre-defined list
Departments
Allows segregation of facilities
(e.g. outpatient center, main
hospital) and apply security
parameters to individual
departments
Equipment
Equipment used in procedures,
linked to appointment types
Instruments
Instruments used in procedures,
linked to appointment types
Patient Instructions
Instructions to appear when an
appointment is scheduled
Reasons
Reasons why appointments are
cancelled
Resources
Broad range of resources within
facility; resources are broken
down into equipment, staff, and
room
Room Types
Grouping/category of rooms
where exams and appointments
are performed
Schedule Rules
Rules that users will use to
schedule appointments within the
Scheduling module
Scheduling Facilities
Facilities where appointments will
be scheduled
Scheduling Prompts
Notifications which should be
displayed when a patient checks
in for a procedure
Scrub Hints
Scrub Hints (staff preferences)
associated with appointment
types
Slots
Assign the slot to a specific
department, assign the
appointment types available in
this slot and define the
background and font color that will
appear on the scheduling grid for
this slot
Staff > Staff
Staff utilized in Scheduling, linked
to the staff master in Patient
Registration
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Master File
Description
Staff > Types
Occupations or categorizations of
staff
User Access Rights
Used to specify the group of tasks
that a user can perform
View List
Custom list of schedules created
by user to viewed various
resources simultaneously
DATA NOT MIGRATED
There is no migrated data for Scheduling. Print reports of future scheduled appointments and re-enter into
Centriq after final migration.
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Billing
The primary function of the Billing application revolves around the charge process. Users are able to
enter charges, merge charges from the clinical application or a third party, or generate room charges. The
charge master is maintained with in the Billing application. Users also process and post bills which is the
equivalent to the itemized bill in Classic.
Master Files
GOLD STANDARD
Master File
Description
Modifiers
Listing of universal modifiers
required for billing
Time Unit Rules
Converts minutes to units during
charge entry
UB92 Revenue Codes
Listing of universal three-digit
revenue codes description
Charge Interfaces
Methods charges are merged
from Centriq Clinicals or third
party systems
MANUAL SPREADSHEET
Master File
Description
Charge Master
Codes representing each billable
service/item provided to a patient
Exception Records
Classic Term = Tier Charge
Differences by Financial Class,
Insurance Company and/or
Patient Class to items on the
charge master such as which
claim form the prints (UB/1500),
CPT code and/or revenue code
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Classic.
Master File
Description
Departments
Maintains revenue information
linking to the General Ledger core
department
BUILD IN CENTRIQ
Master File
Description
Exploding Charges
Utilized to build "panels" or codes
that will expand into 2 or more
lines during charge entry or merge
of charges from Centriq Clinicals
Markup Methods
Markup methods for price
increases on items integrated with
Materials Management
RVUs
Relative Value Units - can be
imported from CMS and
associated with calendar years
System Parameters
Billing application
MIGRATED DATA
Category
Examples
Detail Charge History
Charge code, description, date of service,
quantity, amount
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Insurance Processing
The Insurance Processing application is used to generate hardcopy and electronic billing claims for
institutional (UB) and professional (1500) claims.
Master Files
GOLD STANDARD
None
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Master File
Description
Automatic Downloads
Download of claims at
predefined times and days of
the week
Claims Rule Bank
Predefined rules which affect
the format of the UB and 1500
claim forms
Cross Over Table
Used to set up primary to
secondary payers that will auto
cross over so secondary
claims are not produced from
Healthland
Log Printing Definitions
Definition of revenue breakout
for Log Reporting
System Parameters
Insurance Processing
application
Trading Partners
Vendor information involved in
exchanging electronic
business messages (270,271,
837 & 835)
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DATA NOT MIGRATED
There is no migrated data for Insurance Processing. UB / 1500 claims are not migrated. Users can use
the New button to rebuild needed claims utilizing the detail charge history that is migrated.
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Accounts Receivable
The Accounts Receivable application performs a variety of functions, including allows users to enter cash
receipts/adjustments, inquiries on accounts, and produce monthly statements,
Master Files
GOLD STANDARD
Master File
Description
Claim Adjustment
Reasons
List of reasons to adjust an
account, utilized with electronic
835 payments
MANUAL SPREADSHEET
None
Classic.
Master File
Description
Action Codes
Cash, adjustment, miscellaneous
(non-patient) cash types of activity
which can increase or decrease a
bill
BUILD IN CENTRIQ
Master File
Description
Automatic Statements
Download of monthly statement at
predefined times
Call Outcomes
Types of outcomes which result
from a call to the guarantor
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Master File
Description
Form Library
Contains information on forms
used in Accounts Receivable Monthly Statements
System Parameters
Accounts Receivable application
MIGRATED DATA
Category
Examples
Detail Payment History
Transaction date, description,
payment/adjustment
Detail Bill Information
Total charge, current balance, current
financial class per bill
Equivalent to the claim type information in
Classic where balances are split to the
cycle and UB/1500 level.
Bad Debt Information
Bad debt transfer date and agency
information
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Collections
The Collections application is used to transfer accounts to Collections and Bad Debt. The application also
flags accounts based on functions for follow-up at the episode (Patient) level or Guarantor (Self Pay)
level.
Master Files
GOLD STANDARD
None
MANUAL SPREADSHEET
None
Classic.
Master File
Description
Collection Agents
Classic Term: Bad Debt Agencies
Collection agencies utilized by the
facility; also must include all
employees utilizing the
Collections application
BUILD IN CENTRIQ
Master File
Description
Functions (Patient
Accounts)
Rules that define how accounts
should be processed through the
collections module for non-selfpay accounts, per bill number
Functions (Guarantor
Accounts)
Rules that define how accounts
should be processed through the
collections module for self-pay
accounts based on the Guarantor
Quick Notes
Notations of actions performed on
patient and/or guarantor accounts
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Master File
Description
Work Lists
Grouping / work lists that make up
your collections process
System Parameters
Collection application
Collection Letters
Letters used during the collection
process
Must be re-designed as a Crystal
Report for each of the letters used
by the facility
DATA NOT MIGRATED
Collector Assignments (Buckets) is not migrated from Classic to Centriq. Accounts will be flagged for
follow-up in Centriq using the functions (formula) logic.
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Medical Records
The Medical Records application is responsible for coding and abstracting all patient charts and releasing
them for billing. Integration with other encoder products can further enhance coding accuracy. Chart
deficiencies are used to tracks incomplete charts by doctor or department. Chart copy request tracking
tracks external requests for patient health information. The application also allows you to invoice copy
fees and track the outstanding balance in Accounts Receivable where monthly statements and payments
are posted.
Master Files
GOLD STANDARD
Master File
Description
Authorization Templates
Authorization release templates
Causes of Death
Causes of death related to a
patient (for example, heart attack,
natural causes, and stroke); used
for Meaningful Use reporting
Chart Components
Represent the sections within a
medical record chart (for example,
discharge summary, chart notes,
progress notes, and history and
physicals)
Used for Chart Copy Request
Tracking and Chart Deficiencies
Chart Deficiencies
Used to track the completeness of
a patient’s medical record (for
example, History and Physical
signature needed)
Colors
Colors utilized with chart
deficiencies
Diagnosis Codes
Listing of all ICD9 / ICD10
diagnosis codes used to identify
what problems the patient has;
Healthland provides updates for
the ICD9 diagnosis codes
annually
Disclosure Categories
Categories for why a chart copy is
requested (for example, personal
reason, courts/legal, or worker’s
compensation)
Disclosure Reasons
Reasons for why a chart copy is
requested
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Master File
Description
DRG Codes
Listing of all DRG codes
Procedure Codes
Listing of all ICD9 / ICD10
Procedure Codes, CPT codes,
and HCPCS codes.
Notes:
- Healthland provides the
updates for ICD9 procedure
codes
- HCPCS codes must be
downloaded manually from
CMS and uploaded into the
Centriq system
- CPT codes must be
purchased annually from
AMA and will be uploaded
into the Centriq system
- This is done once in MR and
then shard with Scheduling
and Patient Registration
Race
Listing of valid race codes (prebuilt with US Census Bureau
codes)
Transmission Methods
Methods in which a medical
record is sent to a requesting
party
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Master File
Description
Patient Class Deficiencies
Deficiencies valid with each
patient class
Case Study Items
Customizable defined values for
tracking of facility defined studies.
Extracted during abstracting
process (for example, infection
control items, utilization review
items, and tissue studies)
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Master File
Description
Chart Copy Requestors
Parties requesting chart copies;
will be built as the application is
utilized
Disclosure Contact
May be required before a medical
record can be released
Funeral Homes
List of area funeral homes
Physician Color
Preference
Default color per physician
associated with Chart
Deficiencies. Optional
System Parameters
Medical Records application
MIGRATED DATA
Category
Examples
Episode Coding
ICD9 Diagnosis Code and Procedure
Codes, DRG information
Charge Procedures
CPT/HCPCS coding associated with
charges, including APC information
Episode Physicians
Admitting, attending, consulting, referring,
and other physicians
Restrictions and Authorizations
Patient requested restrictions and
authorizations to their information
DATA NOT MIGRATED
Chart locator and QA/UR information are not migrated from Classic to Centriq.
© Healthland®
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State Reporting
The State Reporting application produces the required state reports such as the Iowa PODS report, the
California OSPHD report, and so on. The information and use of State Reporting varies from state to
state.
Master Files
GOLD STANDARD DATABASE
None
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Varies by state
There is no transactional data migrated for State Reporting. All state reporting for dates prior to the
migration must be submitted from Classic.
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Home Health
The Home Health application is used to generate charge for staff visits, generate a hardcopy 485, and
produce the electronic Oasis for electronic submission to CMS.
Master Files
GOLD STANDARD
Master File
Description
Visit Types
Listing of all services provided by
the Home Health agency
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Master File
Description
DME Suppliers
Companies providing durable
medical equipment to your Home
Health patients
System Parameters
Home Health application
There is no transactional date migrated for Home Health.
© Healthland®
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Clinical Application Modules
Clinical Charge Master Maintenance
 Inactivate charge codes no longer in use.
Laboratory Maintenance
 Note "dummy" codes in use for Lab, these will be managed with explosions in Billing with Centriq.
 Review and inactivate charge master items no longer in use.
Pharmacy: Formulary Maintenance
 Review and inactivate medications no longer in use.
 Review associated special instructions and pharmacy notes. Inactivate the special instructions
and notes no longer in use.
 Review descriptions in drug maintenance for consistency. Format should be descriptions, form,
and strength with special character wrapped around [-].
 Review drug class and make sure each formulary item is properly assigned.
 Review Tallman descriptions if used and validate consistency with format.
 Review routes assigned to formulary items.
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Clinical Documentation (Clin Doc)
The Clinical Documentation application is used to set up and maintain features used with the Hospital,
Clinic, and Emergency Department (ED) applications including: patient chart setup (flowsheets,
assessments, code status, allergy information, vital signs, and I/O), order management setup (order
items, order sets, order categories, and sliding scales), and physician signature setup.
Master Files
GOLD STANDARD
Master File
Description
Patient Chart > Code Status
Code Status
Patient Chart > Transport Modes
Transport Modes
Patient Chart > Vital Signs > Descriptors
Vital sign descriptors
Patient Chart > Intake & Output > Categories
I/O categories
Patient Chart > Intake & Output > IO Items
I/O items
Patient Chart > Intake & Output > IO Types
I/O types
Patient Chart > Intake & Output > IV > Infusion Methods
Infusion methods
Patient Chart > Flowsheets > Flow Sheet Assessments
Flowsheet
Assessments
Patient Chart > Intake & Output > IV > Infusion Types
Infusion types
Patient Chart > Care Management > Patient Education >
Category
Patient ED categories
Patient Chart > Care Management > Patient Education >
Media
Patient ED media
Patient Chart > Order Management > Order Items > Order
Items
Order items
Patient Chart > Order Management > Order Items >
Frequencies
Frequencies
(Schedules)
Procedure Codes
Procedure Codes
Patient Chart > Order Management > Order Items > Reasons
Order Item Reasons
Destruction Methods
Order Item
Destructions methods
Patient Chart > Order Management > Conflict Checking >
Actions
Conflict checking
actions
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Master File
Description
Patient Chart > Order Management > Conflict Checking >
Outcomes
Conflict checking
outcomes
Patient Chart > Order Management > Order Categories
Order Categories
Patient Chart > Summary > Diagnosis Codes
Diagnosis Codes
Patient Chart > Summary > Immunization Sites
Immunization sites
Registration > Counties
Counties
Registration > Shifts
Shifts
Registration > Zip Codes
Zip codes
Registration > Staff > Disciplines
Disciplines
Registration > Staff > Staff Types
Staff Types
Patient Chart > Order Management > Order Items > Additional
Info Items
Gold Standard provides
a default item
Infection Control > Procedure Codes
Procedure Codes
Infection Control
Patient Chart > Summary > Health Maintenance Items
Health Maintenance
Item
Templates
Templates
Patient Chart > Clinical Decision Support Rules
Gold Standard provides
a default item
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Master File
Description
Patient Chart > Order Management > Order Items > Charge
Codes
Charge codes
Patient Chart > Order Management > Order Sets
Ordersets
Registration > Staff > Staff Schedules
Staff Schedules
Registration > Bed/Location > Build ED Beds(locations)
ED bed locations
Patient Chart > Vitals Signs> Normals
Vital sign normal
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Master File
Description
Patient Chart > Intake Output > IV > Catheter Gages
Catheter Gages
Patient Chart > Intake Output > IV > Catheter Length
Catheter Length
Patient Chart > Intake Output > IV > Catheter Types
Catheter Types
Patient Chart > Intake Output > IV > IV Dressing Type
IV Dressing type
Category
Patient Intakes Outputs
Additional data will be summarized in PDF reports. For more information, see Appendix A: Migrated
Summary Data Samples.
© Healthland®
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Clinic
The web-based Clinic application is used to manage patient care in a clinic and uses the Centriq
electronic health record database. The application includes Clinical Documentation, Clinician and
Provider Work Centers, ePrescribing, Health Maintenance alerts, Personal Health Record, CPOE, and
eMAR. Adjunct applications include Appointment Scheduling and Billing.
Master Files
GOLD STANDARD
None
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
The following files will be manually built in Centriq:
• Medical history
• Social history
• Family history
• Surgical history
There is one item that is unique to PPD/Clinic and will migrate in detail (discrete) format: Immunizations.
Other Clinic data such as laboratory orders and results and vitals will migrate with other Clinical
applications or will be summarized in PDF reports available from the Patient Chart. For more information,
see What data is migrated?
Note that ePrescribing information is stored in the Third Party DrFirst product. Home Medication lists will
come from the ePrescribing product.
DATA NOT MIGRATED
Patient Care Guidelines (PCG) are not migrated from Classic to Centriq. This feature is called Health
Maintenance in Centriq and you will build new rules in the Maintenance application module.
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Emergency Department (ED)
The web-based Emergency Department (ED) application is used to manage patient care in an ED and
uses the Centriq electronic health record database. The application includes quick registration, CPOE,
Clinical Documentation, and eMAR.
Master Files
None
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
None
None
Data such as laboratory orders and results and vitals will migrate with other Clinical applications or will be
summarized in PDF reports available from the Patient Chart. For more information, see What data is
migrated?
© Healthland®
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Hospital
The web-based Hospital application is used to manage patient care in a hospital and uses the Centriq
electronic health record database. The application includes Clinical Documentation, Clinician and
Provider Work Centers, ePrescribing, Health Maintenance alerts, Personal Health Record, CPOE, and
eMAR.
Master Files
GOLD STANDARD
None
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
None
None
Data such as laboratory orders and results and vitals will migrate with other Clinical applications or will be
summarized in PDF reports available from the Patient Chart. For more information, see What data is
migrated?
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Maintenance
The web-based Maintenance application is used to set up and maintain certain customizable features
used throughout the Hospital, Clinic, and Emergency Department applications. The application includes
settings for facilities, email, standard order catalog, personal health record, evidence-based order sets,
health maintenance alerts, and so on.
Master Files
GOLD STANDARD
None
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Master File
Description
Hospital Specific Care Plans
Health Maintenance
None
© Healthland®
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Laboratory
The Laboratory application provides automated charging, order processing, and managing and tracking of
laboratory orders and results.
Master Files
GOLD STANDARD
Master File
Description
Departments
Departments
Instruments Setup > Download Procedures >
Maintain Data Elements
Instruments Setup
Procedures > Maintain Data
Elements
Instruments Setup > Download Procedures >
Maintain Forms
Instruments Setup > Forms
Laboratories
Laboratories
Specimen > Specimen Types
Specimen Types
Tests
Tests
Units of Measure
Units of Measure
Additional Info Items
Additional Info Items
Facilities
Facilities
Instruments
Instruments
Locations
Locations
System Parameters
System Parameters
String Results
String Results
Profiles
Profiles
MANUAL SPREADSHEET
None
None
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BUILD IN CENTRIQ
Master File
Description
Codes > Confidentiality
Codes
Keyboard Layouts
Predefined Comments
Staff
Worklist
Master File
Codes > Charge Codes
validation and final migration processes: Laboratory test order details, Laboratory results values.
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Pharmacy
The Pharmacy application allows users to manage aspects of medication verification and dispensing,
including order coordination, interaction checking, administration, charging, BCMA, Clinical and pricing
update utilities.
Master Files
GOLD STANDARD
Master File
Description
Codes > Frequencies
Frequencies (Schedules)
Clinical Review > Actions
Clinical Review > Actions
Clinical Review > Outcomes
Clinical Review > Outcomes
IV Methods
IV Methods
Codes > Allergens
Allergens
IV Types
IV Types
Medication Destruction Methods
Medication Destruction Methods
Labels
Labels
Medication Forms
Medication Forms
Sliding Scale
Sliding Scale
Routes
Routes
Special Instructions
Special Instructions
Storage Conditions
Storage Conditions
Therapeutic Classes
Therapeutic Classes
Unit of Measure
Unit of Measure
Drug Therapeutic Class Grouping
Drug Therapeutic Class Grouping
Interventions > Intervention Types
Intervention Types
Interventions > Outcomes due to Intervention
Outcomes due to Intervention
Interventions > Outcomes without Intervention
Outcomes without Intervention
System Parameters
System Parameters
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MANUAL SPREADSHEET
The following files are extracted from the Classic database to an Excel worksheet. Clients will review and
update the information in the worksheet prior to its import into the Centriq database
Master File
Description
Formulary (Parent Screen)
Formulary (Child Screen)
Codes > Charge Codes
Optional. The following files are extracted from the Classic database to an Excel worksheet:
-
Drug Maintenance (RX_INV in Classic)
Pharmacy Maintenance (RX_CODES in Classic)
Special Instructions (MNE_DICT in Classic)
None
BUILD IN CENTRIQ
Master File
Description
Exchange Carts
Home Medication
Formulary
Markup Methods
Order Sets (Clinical
Documentation/Pharmacy)
Customize Required
Fields
Customize Control
Substance Report
System Parameters >
Formulas
Pharmacy >Utilities > Update Formulary Data: This utility is required to synchronize Medi-Span data to
the formulary. The utility should be run after any master file data is loaded (from spreadsheets) and
before any order entry.
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MIGRATED DATA
Category
Examples
Patient Demographic Info
Address, Date of Birth, Gender, SSN, Race,
Ethnicity, HIPAA privacy date.
DATA NOT MIGRATED
The following information is not migrated from Classic to Centriq.
Category
Orders
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Reason
Radiology
The Radiology application provides automated charging, order processing, and managing and tracking of
diagnostic images.
Master Files
GOLD STANDARD
Master File
Description
Exam Rooms
Exam Rooms
Worklist > Body Types
Body Types
System Parameters
System Parameters
Departments
Departments
Exams
Exams
Specialties
Specialties
Sub-Specialties
Sub-Specialties
Transport Modes
Transport Modes
Worklist > Procedure
Types
Procedure Types
Exam Rooms SubSpecialties
Exam Rooms Sub-Specialties
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Master File
Description
Case Tags
Contact Precautions
Delivery Modes
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Master File
Description
File Locations
Formats
Ordering/Borrowing
Facilities
Preps
Quick Keys
Staff
Results Template
None
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Transcription
Patient reports are transcribed in the Medical Transcription application. Providers can review, request
corrections, and sign transcribed documents online (from the Provider Work Center in Hospital or Clinic).
Transcribed reports in Medical Transcription can be viewed in Hospital, Clinic, ED, Clinical
Documentation, and Medical Records.
Master Files
None
MANUAL SPREADSHEET
None
None
BUILD IN CENTRIQ
Master File
-
Formats
Format Sequence
Templates
Quick Keys
Staff Signature
System Parameters
None
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Appendix A: Migrated Summary Data Samples
This appendix provides samples of Summarized Data that will be created and stored in the Document
Management system (FileBound) during the Document Migration. It also shows how to access this kind of
data after the migration.
Overview
The Document Migration process includes transferring existing scanned images, transcribed documents,
archived text reports and summary data, as shown by this diagram:
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Samples
Orders
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Allergies
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Medications - Active
© Healthland®
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Vitals
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Medications - History
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Progress Notes (Several Samples)
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© Healthland®
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PPD Referrals
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SOAP Notes
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Accessing the PDF Documents in Centriq
Example from Clinical Documentaton via Healthland Document Viewer
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Example via Centriq web (Hospital, Clinic, or ED) - Patient Chart
If you look at the top of the screen and it shows a Visit number, like this one is 100455-0001, and the filter
is set to Visit (which it is here), then everything in the list is specific to this visit. There is also a filter
setting for MPI and one called MPI & Visit. That is how we determine what the context would be.
Since there are several of the same Divider named CONV ASSESSMENTS, then it would mean that
during that visit, there were multiple sets of assessments entered into the system. You would have to click
the link and look at the assessment to determine the specifics of the assessment.
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Appendix B: Reference Materials
Additional materials for Healthland staff
Healthland staff, please refer to:
•
•
•
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Learning Depot
o Best Practice Playbook > Process > Migration Tools
Migration Services SharePoint site
Migration Project pages on Confluence
o e.g.: Data Extraction Routines

Classic to Centriq Data Migration

Transcription

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