EHR migration checklist
An EHR migration checklist should cover six stages: before you start (owner, inventory, test export), planning (field mapping, cutover date, communication), testing on a sample of clients, cutover, verification (reconciled counts and a saved report) and the weeks after (archive, training, claims review).
Work through the list from the first vendor call to the final audit.
What should you do before you start?
- Name a project owner and a clinical lead.
- List every data type in the old system.
- Decide what to migrate, archive or leave.
- Confirm export options and timing with the current vendor.
- Request a test export.
- Check your contract end date and notice period.
What belongs in the planning stage?
- Map fields between systems.
- Plan how to handle notes, documents and custom fields.
- Choose a cutover date with light scheduling.
- Plan communication to staff and clients.
- Back up everything before cutover.
How should you test before cutover?
- Migrate a sample of clients.
- Have clinicians review notes, diagnoses and documents.
- Check appointment history and future appointments.
- Check insurance and demographics.
- Fix mapping issues before the full run.
What happens at cutover?
- Freeze changes in the old system at a set time.
- Run the full migration.
- Move future appointments last.
- Confirm login access for all staff.
How do you verify the migration worked?
- Reconcile counts for clients, notes, documents and appointments.
- Spot-check records across clinicians.
- Confirm balances and open claims.
- Save the reconciliation report.
What should you do after cutover?
- Keep the old system read-only until verification is complete.
- Archive records you did not migrate.
- Train staff on the new system.
- Review the first month of claims.
- Document any gaps and fixes.
What special cases belong on the checklist?
- Substance use records require Part 2 consent handling.
- Minors' records may have different retention periods.
- Acquisitions may require merging several sources.
Frequently asked questions
How long should the old system stay active?
At least through verification and your longest claim cycle.
Should we run both systems at once?
Briefly, for reference, but avoid double billing.
For the full process behind each stage, see EHR data migration for behavioral health. If you are still choosing what to move, start with Archive vs migrate.
How Ferry helps
Ferry migrates data between behavioral health EHRs at a fixed price with a reconciliation report. Get a migration quote.