How long does an EHR data migration take?
How long an EHR data migration takes depends on four things: how quickly your current vendor delivers a full export, how many systems and years of records move, how many changes the sample migration turns up, and when your practice can cut over. The live migration itself is a short window. Most of the calendar time goes to getting the export, mapping, testing and sign-off.
- The export from your current vendor is often the longest wait, so request it first.
- Each source system adds its own export, mapping and testing.
- The cutover date is set by your practice calendar and old contract, not only by the data work.
What are the phases of an EHR data migration?
| Phase | What happens | What sets the pace |
|---|---|---|
| Scoping | Review a test export, agree the record types in scope and a fixed price | How soon you can send a recent export |
| Export | Request and receive a full export from the current EHR | Your current vendor's process and any export fee |
| Cleanup and mapping | Fix duplicates and open notes, map each field to the new system | Data quality and how many systems move |
| Sample migration | Move a set of real clients and check each chart | How many changes the sample turns up and how quickly reviewers sign off |
| Cutover | Freeze the old system, run the full migration, move future appointments last | The date your practice picks |
| Reconciliation | Compare counts for every record type and sign off | Time for your project owner and clinical and billing leads to review |
What slows an EHR migration down?
- Waiting on a full export from the current vendor.
- A PDF-only export, which needs more work to tie documents to the right client.
- Changes found in the sample migration that need a second test.
- Reviewers without time set aside to check sample charts.
- A cutover date that clashes with billing close or staff leave.
How do you plan a realistic timeline?
Step 1: Request the export first
Ask your current vendor in writing for a full test export and its delivery time, as described in how to request and test a full EHR export.
Step 2: Note your fixed dates
Write down the old contract end date, the new system's start date, billing close and any staff leave.
Step 3: Name reviewers and book their time
Book time for the clinical lead and billing lead to check the field mapping and the sample migration. Who does what in an EHR migration lists each role.
Step 4: Leave room for a second sample
Plan for at least one round of fixes after the first sample migration, before you commit to a cutover date.
Step 5: Pick the cutover date and a fallback
Use how to choose an EHR cutover date to set the freeze time and agree a fallback date in advance.
Step 6: Keep old system access after go-live
Plan read-only access to the old system for lookups and open claims while you check the reconciliation report.
Frequently asked questions
How long does an EHR data migration take?
It depends on how fast your current vendor delivers a full export, how many systems and records move, how many changes the sample migration turns up and when you can cut over. Ferry agrees the timeline with you during scoping, after reviewing a test export.
How long is the system down during cutover?
The old system is frozen at a set time, the full migration runs, and future appointments move last. Ferry plans cutover around your schedule to keep downtime minimal.
What is the fastest way to shorten the timeline?
Request a full export early, clean up duplicates and open notes before the final export, and book reviewer time for the sample migration in advance.
Can we switch before the old contract ends?
Yes, if the export, mapping and sample migration are done in time. Work back from the contract end date and leave room for a fallback cutover date.
To see what shapes the price as well as the timeline, read what affects the cost of an EHR data migration.
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.