EHR migration glossary
An EHR migration glossary collects the operational terms practices use when moving records between systems: field mapping, sample migration, cutover, parallel run, reconciliation report, chart export, CSV export and C-CDA. Regulatory topics such as 42 CFR Part 2 and information blocking are linked to official sources rather than redefined here.
- Use these definitions when you scope a move, read a quote or review a reconciliation report.
- Operational terms describe how data is mapped, tested and verified between EHRs.
- For Part 2 and information blocking, follow the official regulations linked below.
Field mapping
Field mapping is the plan that matches each data field in the old EHR to a field (or document slot) in the new EHR. Anything without a match is usually stored as a document or left in the archive.
Sample migration
A sample migration moves a small set of real clients into the new system before cutover so clinicians can check that notes, diagnoses, documents and appointments look right.
Cutover
Cutover is the planned moment when the practice freezes changes in the old system, runs the full migration and starts using the new system for day-to-day work.
Parallel run
A parallel run means keeping limited access to the old system for a short period after cutover, usually for reference or open claims, while new work happens only in the new system. Avoid double billing.
Reconciliation report
A reconciliation report is the written check at the end of a migration. For each record type (client records, clinical notes, documents, open claims, Part 2 consents) it compares what left the old system with what arrived in the new one.
Chart export
A chart export is a package of one client's clinical record from the old system, often as PDFs or a structured file set, used for migration, archive or a client request.
CSV export
A CSV export is a spreadsheet-style file of structured rows (for example demographics or appointments). It is useful for mapping and count checks, but it rarely carries full clinical note formatting.
C-CDA
C-CDA (Consolidated Clinical Document Architecture) is a standard clinical document format used to exchange summary records between systems. For the official product description, see HL7's [C-CDA product brief](https://www.hl7.org/implement/standards/product_brief.cfm?product_id=7).
Regulatory topics (official sources)
- 42 CFR Part 2 (substance use confidentiality): eCFR Part 2 (opens in a new tab)
- Information blocking: ONC's overview of information blocking (opens in a new tab)
Related guides
- EHR data migration for behavioral health: the complete guide
- EHR migration checklist for behavioral health practices
- How to request and test a full EHR export
- Legacy EHR data archiving: archive vs migrate
Frequently asked questions
What is field mapping in an EHR migration?
Field mapping in an EHR migration is the plan that matches each field in the old system to a field or document slot in the new system, including how to handle anything without a match.
What is a reconciliation report?
A reconciliation report is the written check at the end of a migration that compares counts and samples for each record type between the old and new systems.
Where are Part 2 rules defined?
Part 2 rules are defined in the 42 CFR Part 2 regulation on eCFR (opens in a new tab), not in this glossary.
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.