Most medical groups have multiple legacy systems across many specialties, at various sites, with large amounts and types of data. Additionally, the interdisciplinary teams in medical groups may need information from different departments, leading to increased complexity in the documentation and retrieval of data from unsupported EHRs. This may cause missing, incomplete, and inaccurate data, which could impact the business operation negatively.
Despite the issues with the usage of the EHRs, the staff of the medical groups still end up spending a large quantity of time documenting patient information in them to meet statutory retention requirements. This may not seem like a major problem until the staff is confronted with challenges such as:
- Searching records in various historical systems – especially due to the inconsistent data in the multiple systems.
- Remembering the passwords and menu configuration for multiple systems.
- Accessing and processing the data while maintaining the current operational data in the new systems.
These challenges contribute to staff burnout and may cause negative consequences for patient care, and destruct operational workflows.
Even if the medical group decides to address such challenges by converting and migrating their historical records into the new system, the go-forward system might not be completely compatible with the data format of the data in legacy systems and cause other challenges. This could require the retention of some of the legacy systems with incompatible data at additional costs.
Also, the medical group must ensure that their healthcare data is retained in compliance with HIPAA and other legal requirements.
- Federal laws such as the Health Insurance Portability and Accountability Act (HIPAA), require that any records associated with HIPAA be retained for a minimum of six years starting from when the HIPAA-compliant policies were first implemented.
- The Centers for Medicare and Medicaid Services cites 42 Codes of Federal Regulations (CFR) to establish the minimum of a 7-year retention period for medical records following the Date of Service (DoS).
- Each state in the US also has its own set of retention laws to be followed by healthcare facilities. Such state laws usually mandate that legacy data be retained between the duration of five to twenty-five or more years, depending on the state the organization is in, and the patient’s age.
Triyam helps medical groups extract, convert, and migrate some data to the new EHR or archive their legacy data from multiple systems to the new system or to Triyam’s recommended archival solution, ‘Fovea EHR Archive ®.’ If the historic data is archived to Fovea, the archive can be integrated with the new system for quick access to both historical and operational data that can be provided for future information requests.
Fovea can be the one-stop solution for all the problems faced by university hospitals.
- Data from multiple systems can be archived into Fovea, thus providing a single unified platform and excellent interoperability for accessing historical data of various specialties.
- As our solution is vendor-agnostic, any type of data can be archived in it. This eliminates the maintenance of legacy systems, which can then be decommissioned, resulting in significant cost savings for the medical group.
- Fovea has granular, user-defined security permission levels (Role-based Access Control) for limited or unlimited data access. Specific access can be provided for doctors, nurses, and therapists, amongst others, in the archive.
- Fovea is HIPAA-compliant and SOC2-certified, and helps retain data as per statutory retention requirements.
- Fovea has extensive capability to connect to external systems via API interfaces; whether it is connecting to the new EHR or for Single Sign-On.
The Single Sign-On (SSO) feature in Fovea can help medical groups reduce time on their EHRs, as the functionality provides them with the ability to acquire historical data from multiple systems instantly by simply logging into Fovea from their current EHR. This makes a very easy Release of Information and downloading workflow for the users. Thus, through SSO, the medical group’s staff can save time searching through multiple EHRs and enjoy the seamless interoperability between the go-forward EHR, Fovea, and the legacy systems, thereby improving patient continuity of care.
Fovea’s model supports creating statistical reports, dashboards, and graphical analysis tools, with the ability to drill down into the data. This feature would help the medical group improve population and public health through more advanced reporting and disease surveillance.
As Fovea is a cloud-based solution, it allows medical groups to securely access data anytime and anywhere on a PC, iPad, or mobile device and share information with other caregivers, departments and organizations, as needed.
Related: About Fovea EHR Archive
How Triyam helps Medical Groups
Triyam has provided such data management solutions for various medical groups. Choosing Triyam’s team of experts as your partner provides the extensive experience needed to help your medical group meet its data management requirements.
Our team performs data extraction, conversion, migration and archival, based on retention guidelines and organizational needs, with collaboration with the facility at every step of the project. We ensure that our customer’s data is managed in a way that provides their medical group with a higher return on investment, improves their workflow, and helps them manage their data in the long run with an optimal data management strategy.
Interested in Triyam’s data management solution for your medical group?