How to spot-check medications and allergies after cutover
Spot-check medications and allergies after an EHR cutover by comparing medication lists and allergy lists on a small set of charts to the source export and the old EHR read-only, checking counts and presence, and logging mismatches for reconciliation. This is a data check, not clinical advice, and it does not cover dosing.
- Treat medication and allergy list fields as data that should match the export: present, on the right chart and in expected counts.
- Compare a small sample across clinicians against the old EHR read-only and the source export, then log gaps for the reconciliation report.
- Do not use this check for dosing, prescribing or clinical decisions; those stay with the clinical team in the new EHR.
Why spot-check medications and allergies after cutover?
Client counts can match while a medication list is empty, an allergy is missing or a list sits on the wrong chart. A short data check after go-live catches those gaps while the old system is still open for comparison. Pair it with what to check after EHR cutover and with spot-checking clinical notes.
What to compare on each chart
| Check | What to look for | |
|---|---|
| List present | Medication list and allergy list appear on the chart when the export had them | |
| Counts | Number of active medications and allergy entries is in the same ballpark as the old chart | |
| Names / substances | Entries that matter for safety (for example a listed allergy) are present and readable | |
| Chart match | Lists belong to the same client as in the old EHR | |
| Export match | Sample rows match the source export file for that client | |
Skip dosing, route, strength changes and any clinical judgment. If a field did not migrate as structured data, note whether it arrived as a document instead.
How do you spot-check medications and allergies after cutover?
Step 1: Choose the sample set
Pick a small set of charts that includes clients with known medications, clients with listed allergies and at least one chart that had empty lists in the old system.
Step 2: Open the source export and the old EHR read-only
Keep the export and the old system available for lookups. Avoid editing medication or allergy fields in the old EHR after the freeze.
Step 3: Open the same charts in the new EHR
For each sample client, open the medication list and allergy list in the new system and confirm they appear where your field map said they would.
Step 4: Compare presence and counts
Check that lists that existed in the old chart are present, and that counts are close to the old chart and the export. Record empty lists that should have data.
Step 5: Spot-check names against the export
For a few entries per chart, confirm the medication or allergy text matches the export row. Flag truncated names, blank rows and lists on the wrong chart.
Step 6: Log mismatches for reconciliation
Write each issue with client ID, what was missing or wrong and whether it is fixed. Send the list to the migration owner so the reconciliation report stays aligned with what staff see.
What to watch for
- Allergy lists that are blank when the old chart had entries.
- Medication lists that imported as a single blob or as a document only, when you expected fields.
- Lists attached to the wrong client.
- "Unknown" or placeholder allergy rows that were not in the export.
Frequently asked questions
Is this clinical advice?
No. This is a data verification of fields that moved. Clinicians still review medications and allergies in the new EHR before they rely on them for care.
How many charts should you check?
Use a small set that still covers clients with medications, clients with allergies and a few empty lists. Expand the sample if the first pass finds blank lists or wrong charts.
What if an allergy is missing in the new EHR?
Log the client ID, compare with the export and the old chart, and ask the migration owner to reload or enter the missing row before you treat the cutover as done.
Does Ferry include medication and allergy spot checks?
Ferry provides a reconciliation report for every record type in scope. Your clinical lead still opens sample charts and confirms medication and allergy lists match the source export.
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.