POSP EMR Data Management Approach

June 22, 2010

When the Physician Office System Program (POSP) was established in 2001, Alberta was one of the first jurisdictions in North America to support the implementation of electronic medical records (EMRs). As the first out of the gate, this also means that we are now one of the first to undergo an EMR to EMR transition of some magnitude.

Data management is a key area of focus for physicians transitioning to one of the three qualified service providers' (QSPs') VCUR 2008 solutions. Data management comprises three areas: data extraction and migration, retention of historical data (patient record) and retention of the original system for up to six months for billing purposes. For physicians currently using an EMR, the process for transitioning existing data requires focus and time. Each implementation is unique based on the quality of existing data and the way a physician uses their data.

POSP has developed a data management approach to transition key data elements from an existing EMR to a qualified EMR solution. This approach uses a Medical Summary for Transfer of Patient Data (ToPD) extract from the existing VCUR 2006 EMR system. This summary is based on the Health Information Standards Council of Alberta's (HISCA) 300+ data requirements that provide patient information required for continuity of patient care. There are also data retention strategies in place to retain data that is not migrated to the new EMR solution, but is required to meet custodial obligations.  Retention strategies include searchable PDF format or print-screen archiving.

POSP has worked with the following EMR vendors to put a streamlined approach to data migration in place:

EMIS Jonoke Med Access Microquest Practice Solutions Rise Purkinje Telin Wolf Medical Systems Nightingale Informatix Optimed Software Solutions (comprised of Accuro EMR, Clinicare, National Medical Solutions)

As of July 1, 2010 there are 44 clinics, involving 130 physicians, undergoing data migration as part of their VCUR 2008 EMR deployment and 67 clinics, involving 337 physicians, in the process of data migration.

The data migration approach is still in the early phases, but the initial results are positive. Physicians are encouraged to complete a Custodian Assessment Service provided by POSP prior to choosing an EMR to gain a better understanding of the migration of data between solutions and identify specific data considerations to evaluate qualified EMR solutions to fully understand which solution will work best with their existing EMR data.

For more information on the POSP data management approach, please contact your POSP change management advisor.