Understanding the pharmacy data conversion process is critical for ensuring a seamless data migration when switching from your legacy system over to a new pharmacy system. There are many different data elements that need to be converted, and the process is nothing short of complex. In addition, pharmacy systems manage patient care through pharmacy data. With that in mind, it is essential to have a clear understanding of how this data is converted to avoid any potential disruptions in pharmacy management or operations.
In this article, we’ll discuss the pharmacy data conversion process in detail, including the four key steps our approach includes: user discovery, examples and extraction, QA and development, and due diligence.
Before we explore each of those steps, let’s briefly discuss what can make data conversions particularly challenging to highlight the importance of working with an experienced company for the pharmacy data conversion process.
Pharmacy data conversions can be challenging because different pharmacy software vendors use different data structures. As a result, it’s often necessary to map data from the legacy system to the new system. Not to mention, the data could be poor or full of field workarounds. Further, before implementing new software systems for pharmacies, you must also ensure the data being processed has been validated by all relevant parties. This includes the conversion vendor, new system vendor, and the pharmacy. Otherwise, it can result in serious medication errors that lead to potential patient harm.
Although this process can be time-consuming, it is essential to ensure all important data is transferred correctly.
Next, let’s return to Two Point’s four-step pharmacy data conversion process and break down each step: user discovery, examples and extraction, QA and development, and due diligence.
The process starts with an introductory call with you—the pharmacy client. This is when we review your conversion scope and the requirements for the types of data elements your business needs (for example, images and documents). Next, the contract and Business Associates agreement (BAA) are sent for review and signing to begin the migration process.
Then it’s time for the pharmacy to create a series of print screen examples, used for due diligence. Once ready, we pull an encrypted copy of your data, documents, or images, and the examples from your existing system with our proprietary extract programs. We then read the information into a staging database to clean and transform the information before uploading it to the new system vendor.
Before loading the data into a new system, each project undergoes several tests and validations. To do this, we run the data through our proprietary Quality Assurance Checker. It runs a series of over 200+ queries on the data at aggregate, table, and field levels reviewed by our Project Coordinators. Next, our Project Coordinators use provided screenshots to compare the raw data against the legacy system. This is used to determine data accuracy at a field level, and enable our developers to perform any changes required to meet the new vendor’s inbound specification (spec).
Last but not least in the Two Point pharmacy data conversion process, we come to due diligence. Although Two Point are data experts, we also understand that pharmacies know their data best. As such, validation performed by the pharmacy client is one of the most critical steps in the process. Testing is done iteratively until the client signs off, and a go-live is set.
Along with these four critical steps in the process, there are other things you should know about the pharmacy data conversion process to ensure it goes smoothly.
Here are a few tips:
Following these steps and tips can ensure a successful pharmacy data conversion process. Two Point has years of experience completing pharmacy data conversions, so we know what it takes to get the job done right. Contact us today to learn more about our services or start your pharmacy data conversion project.