Since
2010
eCW Administrators
Seamless EMR-to-eClinicalWorks Data Migration, Validation, and Provider/Staff Onboarding
Migrating from one EMR to another is one of the most critical and complex transitions a healthcare organization will ever undertake. Our eCW Data Migration Services ensure that your historical and clinical data is transferred accurately, securely, and fully aligned with your new workflows within eClinicalWorks. We handle the entire process—from initial extraction and data mapping to validation, provider onboarding, and go-live support—so your organization experiences a smooth, compliant, and disruption-free transition.
What Data Migration Services Do
Data migration services manage the safe, accurate, and structured transfer of all essential patient, provider, and operational data from a legacy EMR into your eClinicalWorks (eCW) production environment. This process ensures continuity of care, preserves historical records, and allows your organization to operate normally from day one of go-live.
Data Migration Services Include:
Extracting Data from the source EMR (patients, charts, histories, claims, schedules, labs, etc.)
Cleansing & Normalizing Data to correct formatting issues, duplicates, outdated entries, and inconsistencies
Mapping Data field-by-field to the appropriate tables and structures within eClinicalWorks
Transforming Data into formats compatible with eCW modules and workflows
Validating Data through testing, cross-checking, and reconciling migrated records
Loading Data into sandbox and production environments
Onboarding Providers & Staff by setting up profiles, credentials, roles, and scheduling needs
Integrating External Systems such as pharmacies, labs, radiology, and clearinghouses
Supporting Go-Live with final data loads, issue resolution, and stability monitoring
Together, these services ensure your organization benefits from complete, accurate, and fully functional data the moment you launch eCW.
eCW Administrator Services & Responsibilities
- End-to-End Data Mapping
- Thorough Data Validation
- Regulatory Compliance & Quality Monitoring
- Provider & Staff Onboarding
- Data Migration Planning
- Compliance
Successful migration begins with precise understanding of your current EMR data structures and how they translate into the eCW production environment. We perform detailed mapping to align your historical, clinical, operational, and demographic data to the correct tables, fields, formats, and workflows within eClinicalWorks.
Our Data Mapping Expertise Includes:
Mapping data from Source EMR to eCW Production EMR
Patient demographics, insurance, guarantor data
Clinical histories, documentation, and chart data
Medications, allergies, immunizations
Lab results, diagnostic orders, imaging, and procedures
Problem lists, vitals, flowsheets, care plans
Scheduling and encounter history
Provider and department associations
Data transformation and normalization
Identifying data gaps, inconsistencies, and legacy issues
We ensure every piece of incoming data is placed correctly and consistently in the eCW environment.
Accurate data is essential for clinical quality, billing functionality, compliance, and patient safety. Our validation process ensures that migrated data is complete, accurate, and functioning properly within eCW.
Our Validation Process Includes:
Pre-migration data quality review
Post-migration testing and reconciliation
Cross-referencing patient charts for accuracy
Validating provider and facility associations
Ensuring correct formatting of dates, codes, and clinical entries
Testing functionality across modules (eRx, Orders, Progress Notes, etc.)
Identifying and correcting discrepancies or missing data
Regression validation during re-migrations or incremental loads
We do not consider a migration complete until your data is usable, reliable, and production-ready.
Accurate data is essential for clinical quality, billing functionality, compliance, and patient safety. Our validation process ensures that migrated data is complete, accurate, and functioning properly within eCW.
Our Validation Process Includes:
Pre-migration data quality review
Post-migration testing and reconciliation
Cross-referencing patient charts for accuracy
Validating provider and facility associations
Ensuring correct formatting of dates, codes, and clinical entries
Testing functionality across modules (eRx, Orders, Progress Notes, etc.)
Identifying and correcting discrepancies or missing data
Regression validation during re-migrations or incremental loads
We do not consider a migration complete until your data is usable, reliable, and production-ready.
We ensure providers and staff are fully integrated into the new EMR environment with complete profiles, proper associations, and all necessary requirements for clinical and administrative functionality.
Provider & Staff Onboarding Includes:
Creating provider and staff profiles in eCW
NPI, DEA, taxonomy, and credential associations
Practice location and department configuration
Role-based permission setup
Licensing, identifiers, and security configurations
eRx, EPCS, and interface setup requirements
Setting up schedules, templates, and visit types
Ensuring correct mapping for legacy provider IDs
Integrations with labs, pharmacies, and external systems
This ensures that once the migration is complete, your staff can begin using eCW immediately and seamlessly.
We provide structured project management and coordination to ensure the migration aligns with your go-live timeline, minimizes disruptions to patient care, and supports all internal stakeholders.
Our Go-Live Support Includes:
Migration planning and timeline development
Pre-go-live testing and sandbox validation
Multiple data loads (initial, delta, final)
Cutover process coordination
On-site or virtual go-live support
Troubleshooting, cleanup, and stabilization
Post-migration enhancement and optimization recommendations
We support your team every step of the way—from planning to full adoption.
Healthcare data migration must follow strict regulatory and security standards. We ensure every stage of the project is performed with compliance and integrity.
We Follow:
HIPAA-compliant data handling
Secure file transfer protocols
Role-based access and audit trails
Best practices for PHI protection
Documentation for compliance and audit readiness
Your data is protected from extraction through final deployment.
Schedule Your Consultation
Why Choose Our eCW Data Migration Services?
Deep knowledge of eClinicalWorks database structures and workflows
Experience migrating from a wide range of legacy EMRs
Proven, repeatable methodology with zero data-loss tolerance
Clinical and technical expertise combined
Extensive validation and user-onboarding support
Migration designed to support long-term system stability and performance
We ensure your migration is smooth, accurate, and optimized for clinical and operational success.