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Hospital data migration: moving to Ventrecs without stopping care

Most customers arrive with systems already in place. This is how the move is profiled, rehearsed, reconciled and cut over, with a way back.

How a migration is run

A migration starts with an assessment of your existing systems and data. The source is profiled, mappings are written, and the move is rehearsed before anything touches production.

Where clinical risk requires it, the old and new systems run in parallel. Reconciliation reports are produced before each cut-over, so the people who own the data sign what moved.

At a glance
Approach
Phased, department by department or site by site
Rehearsals
Two before cut-over
Checks
Record-count, clinical and financial reconciliation
Cut-over
Delta cut-over with a rollback plan
Test data
No production patient data in development or test without documented approval
Data migration

Who is involved

Clinical owners of each code set and catalogue, who review the mappings.
Finance, who reconcile balances and open items.
The data owner of each legacy system, who agrees what stays accessible after go-live.
Data migration

What the plan contains

Profile and map

Know what you have before you move it.

  • Source profiling of patients, encounters, results, catalogues and balances
  • Jurisdiction-approved versions of code systems, with licence, version and source kept
  • Mapping evidence for terminology, units, reference ranges and payers

Rehearse and reconcile

The move is practised twice.

  • Two migration rehearsals
  • Record-count, clinical and financial reconciliation after each
  • Exceptions listed and given a disposition

Cut over safely

Cut-over has a plan for the way back.

  • A delta cut-over for what changed since the last rehearsal
  • A rollback plan
  • A plan for post-go-live access to the legacy system
Data migration

What protects patients during the move

Parallel runningWhere clinical risk requires it, both systems run until the new one is trusted.
Duplicate controlEnterprise patient identity with a duplicate-review queue, so a migrated patient is not registered twice.
Migrated labelsTimeline events carry a provenance label, Local, External or HIE, or Migrated, so a clinician knows where information came from.
De-identificationProduction patient data does not enter development or automated test environments without documented approval and effective de-identification.
What we do not claim

Ventrecs does not claim ISO 27001, SOC 2, HIPAA or any other security certification, and makes no data-residency, uptime or response-time promise on this page. Hosting, security review and service levels are discussed and agreed for each deployment and written into the contract.

Data migration

Questions we are asked

Can we keep our old system running?

Yes. Parallel running is used where clinical risk requires it, and a plan for post-go-live access to the legacy system is part of the migration plan.

How do you check that nothing was lost?

With record-count, clinical and financial reconciliation after each rehearsal and before each cut-over, and an exception list with a disposition for each item.

Do you migrate department by department?

Migration is phased, department by department or site by site, depending on risk.

Is there a way back?

Yes. A rollback plan is part of every cut-over.

Talk to us about your setup

Tell us about your facility and current systems. We will reply within one working day.