Questions to ask before hiring an EHR data migration service
Before you hire an EHR data migration service, ask how they scope the work, what they map and how, whether they test on a sample first, what the reconciliation report compares, whether they sign a BAA, how they support cutover and what happens to leftover data when the project ends. Get the answers in writing.
- Ask for a written scope that lists every record type and says whether each one will be migrated, archived or left behind.
- Ask to review the field mapping and to sign off on a sample migration before the full run.
- Ask what the reconciliation report compares, whether they sign a BAA and what happens to copies of your data afterward.
How do they scope the work?
- Do they review a real export from your current system before they quote?
- Is the price fixed before work starts, and what, if anything, would change it?
- Does the written scope list each record type: demographics, insurance, appointments, diagnoses, clinical notes, documents, balances, open claims and consents?
- For each record type, does the scope say migrate, archive or leave behind?
What gets mapped, and how?
- Will they share the field mapping so your clinical lead can review it?
- What happens to fields with no match in the new system, such as custom fields or note templates?
- Will past notes arrive as structured fields or as read-only documents? The answer depends on your export, as covered in what moves in an EHR migration, and in what form.
- How are Part 2 consents and other restricted records carried over and kept flagged?
Will they run a sample migration first?
- Can you choose the sample clients, including your most complex charts?
- Who checks the sample on your side, and who signs off before the full run?
- What happens if the sample shows missing or misplaced data?
What does the reconciliation report compare?
- Does it compare counts for each record type between the old and new systems?
- Does it list the records that did not move, and why?
- Will you get it in writing before you retire the old system?
How do they handle your data during the project?
- Will they sign a business associate agreement (BAA) with your practice before they receive any client data? Have your counsel review the terms.
- How are exports transferred and stored during the project?
- Who on their team can access your data?
How do they support cutover?
- Do they help you pick the cutover date and the time changes freeze in the old system?
- Who is available during cutover, and how do you reach them?
- How are future appointments and open claims handled so clients are not double-booked and claims are not submitted from both systems?
What happens to leftover data?
- Is there an archive option for records you choose not to migrate?
- Can you still open the archive after the old system contract ends?
- When the project ends, are their copies of your data returned or deleted, and will they confirm it in writing?
Frequently asked questions
What should I ask an EHR data migration company?
Ask whether they scope from a real export, whether the price is fixed before work starts, how fields are mapped, whether they test on a sample first, what the reconciliation report compares, whether they sign a BAA, how they support cutover and what happens to leftover data and their copies when the project ends.
Should we ask a migration service to sign a BAA?
Yes. Ask whether the service will sign a business associate agreement (BAA) with your practice before it receives any client data, and have your counsel review the terms. Ferry signs a BAA with your practice.
Why ask for a sample migration before the full run?
A sample migration moves a small set of real clients first, so clinicians can check notes, documents and diagnoses in the new system. Problems found in the sample can be fixed in the mapping before the full run, instead of after cutover.
How does Ferry answer these questions?
Ferry reviews exports from your current system and agrees a fixed price before work starts, maps fields and tests on a sample, then runs the full migration and gives you a reconciliation report for every record type. Prices are published on the home page.
Plan the project itself with the EHR data migration complete guide, and look up terms like field mapping and cutover in the EHR migration 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.