EHR data migration for behavioral health: the complete guide
To migrate data between EHRs, take inventory of what your current system holds, get a full test export early, map each field to the new system, test on a sample of clients, run the full move at a planned cutover, then reconcile counts for every record type and archive what stays behind.
Switching EHRs is a good time to fix workflows, but the data has to come with you. A clean migration moves the records you need, archives the ones you must keep, and proves that nothing important was lost.
What data can usually move between EHRs?
- Client demographics and contact details
- Insurance information
- Appointments, past and future
- Diagnoses and treatment plans
- Clinical notes, often as documents rather than structured fields
- Uploaded files such as consents and outside records
- Balances and open claims, with care
What often does not move cleanly: note templates, custom fields, signatures embedded in notes, and audit history.
How do you migrate data between EHRs?
Step 1: Take inventory
List every type of data in your current system and decide, for each one, whether you will migrate it, archive it or leave it behind.
Step 2: Get your exports early
Ask your current vendor what exports they offer, in what format and how long they take. Request a full test export before you sign your new contract.
Step 3: Map fields
Match each field in the old system to the new one. Decide how to handle anything without a match, such as storing it as a document.
Step 4: Test on a sample
Migrate a small set of clients first. Have clinicians check that notes, documents and diagnoses look right.
Step 5: Plan the cutover
- Pick a date with light scheduling.
- Freeze changes in the old system at a set time.
- Run the full migration.
- Move future appointments last, so clients are not double-booked.
Step 6: Verify
Reconcile counts for clients, notes, documents and appointments between systems. Spot-check records across clinicians. Keep a written record of what moved and what did not.
Step 7: Handle claims and balances
Finish working open claims in the old system where possible, or move balances with clear notes. Do not resubmit claims from both systems.
Step 8: Archive what stays behind
Records you do not migrate still need to be kept for your state's retention period. Keep a read-only copy or a secure export you can actually open.
What special cases need extra care?
- Substance use records covered by 42 CFR Part 2 need their consent rules carried over.
- Minors' records may carry different retention periods.
- Acquisitions often mean merging several systems at once. Plan one source of truth.
What are your rights to your EHR data?
Federal information blocking rules restrict health IT developers from unreasonably interfering with access to and exchange of electronic health information. If a vendor delays or charges unreasonable fees for your export, ask them to explain in writing.
Frequently asked questions
How long does a migration take?
A small practice can often finish in a few weeks. Larger groups should plan for several months including testing.
Will our notes be editable after migration?
Often they arrive as documents rather than editable notes. That is usually fine for past records.
Should we migrate everything?
Migrate what you need for ongoing care and billing. Archive the rest securely.
When you are ready to run the project, use the EHR migration checklist for stage-by-stage tasks, and read Archive vs migrate if you are deciding which legacy records to move.
How Ferry helps
Ferry migrates data between behavioral health EHRs at a fixed price, with a reconciliation report for every record type. Get a migration quote.