How to move outcome measure scores between EHRs
Move outcome measure scores between EHRs by listing every measure your practice tracks, checking whether each score history arrives in the test export as structured data or as documents, mapping the measure name, score, date and client to the new system, testing on a sample of clients and spot-checking score histories after the full load. This is a data check only. What the scores mean stays with your clinicians.
- An outcome measure score is only useful with its measure name, date and client, so all four need to move together.
- Some exports carry scores as structured rows, others only as completed forms or PDFs, and some leave them out.
- Test on a sample migration and compare score histories with the old system after the load.
Why do outcome measure scores need their own plan?
Many practices give clients the same questionnaires over time and look at the trend. If scores land without dates, under the wrong measure or as loose files, the history is hard to read in the new system. Measures may also live in a separate module or in an outside tool linked to the old EHR, so a standard export can miss them.
How do outcome measure scores usually export?
Exports vary:
- Structured rows with client ID, measure, date and total score
- Item-level answers as well as totals
- Completed forms or PDFs attached to the chart
- Data held in a separate measurement tool, not in the EHR export
Check the test export for each measure on your list before you plan the mapping.
How do you move outcome measure scores step by step?
Step 1: List every measure in use
List each measure your practice gives, where it is stored (an EHR module, a form or a separate tool) and which clinicians use it. Include measures you no longer give if past scores still matter.
Step 2: Check the export for each measure
For each measure, confirm whether the export includes totals, item answers, dates and the client link, or only completed forms.
Step 3: Confirm what the new EHR can hold
Ask the new vendor whether it can import past scores as data, and for which measures. If it cannot, plan to attach score histories as documents, using how to move documents between EHRs.
Step 4: Map measure, score, date and client
In the field mapping, record where each measure name, score and date lands. Keep the original measure name and date so the history reads in order.
Step 5: Test on sample clients
Pick sample clients with several scores over time. Compare each score, date and measure name in the new system with the source export.
Step 6: Spot-check score histories after the full load
After cutover, open a few charts per clinician and compare each score history with the old system. Log mismatches next to the reconciliation report.
Who should review the outcome measure plan?
- Project owner: keeps the list of measures and the mapping.
- Clinical lead: confirms which measures and histories clinicians need in the new chart.
- Front desk or intake: confirms which measures go out at intake or before sessions.
What to watch for
- Scores that arrive without dates or out of order.
- Scores filed under the wrong measure name.
- Measures held in a separate tool that the EHR export leaves out.
- New measure schedules set up in the new EHR before past scores are checked.
Frequently asked questions
Do outcome measure scores move when you switch EHRs?
Sometimes as data, sometimes only as documents. It depends on what the old system exports and what the new one can import. Check the test export first.
What if the new EHR cannot import past scores?
Attach the score history to each chart as a document and keep the full data in the archive. Write down the choice for each measure.
Does a migration change the scores?
It should not. A migration moves each score as it was recorded. How scores are read and used stays with your clinicians.
Does Ferry move outcome measure scores?
Yes. Ferry moves the scores the export contains, as data or documents, and lists anything that cannot move in the reconciliation report. Reading the scores stays with your clinicians.
Next, request a full export from your current EHR and check it. For the full project from inventory to archive, see the EHR data migration guide.
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.