Data Migration Guide

Data migration is a vital process in transitioning to Canvas Medical, ensuring that electronic medical records (EMR) and other patient information are accurately and securely transferred from your current system. Whether upgrading your technology, merging practices, or switching to Canvas Medical, successful data migration is essential to maintain continuity of care, data integrity, and compliance with healthcare regulations.

This guide outlines the data migration process, options, and expectations to help you achieve a seamless transition.

Overview of Data Migration Options

Canvas Medical supports two primary data migration methods:

File-Based Migration

This approach involves migrating structured data files into Canvas Medical. It is the most common and straightforward method for data transfer. We accept data in CSV or JSON formats and categorize them by:

• Data Types: Patient problems, allergies, medications, demographics, and more.

• Coding Standards: ICD-10 for problems, RxNorm for medications and allergies, and CVX with CPT for immunizations ensure data consistency.

• Mandatory Fields: Key fields like the patient’s unique identifier must be included for accurate association with patient records.

• Storage Locations: Data is mapped to the appropriate location within Canvas Medical.

• Default Values: Certain fields may default to pre-set values if not provided.

For detailed guidance, refer to our CSV Template to map your data accurately.

API-Based Migration

For organizations with technical expertise, Canvas supports API-driven migration. This method leverages APIs (e.g., FHIR or proprietary EMR APIs) to access and transfer data in real-time.

Key Requirements for API Migration:

• API access credentials

• Endpoint URLs

• Data mapping documentation

• Security protocols

• Rate limit and availability information

While API migration requires additional configuration, Canvas will collaborate closely with your IT team to ensure a successful setup.

Customer Expectations for Data Migration

Your active involvement is crucial for a smooth data migration process. Here’s how you can help:

• Data Provision: Provide data files or API access credentials promptly.

• Data Selection: Work with your implementation team to identify and prioritize data for migration.

• Testing: Participate in validation sessions to confirm data accuracy post-migration.

• Timely Configuration: Complete the setup of required (e.g., practice locations, staff profiles) in Canvas before migration begins.

By meeting these expectations, you’ll help ensure a seamless transition and minimize disruptions.

Prerequisites for Migration

To prepare for migration, the following configurations must be completed in Canvas:

• Practice Locations

• Staff Profiles

• Visit Reasons

• Note Types

• Custom Insurers (for non-integrated payers)

Your Canvas implementation manager will provide guidance on setting up these fields, ensuring alignment with your data.

Resources

CSV Template for Data Migration: Includes required fields, coding systems, and examples to streamline data preparation.