Electronic Medical Records Data Migration (Basic Package)
Specifications
This internal document informs the client and the account manager what the data type requirements are for each data set that we can import.
Data Field Requirements
Following are instructions for using the data field specifications below for the indicated data types. All file formats should be in (.csv) or (.xls) The Notes column contains any specific business rule(s) for the input file. Required indicates the minimum fields for a migration (more is ALWAYS better). The order of the data columns is essential to the import routine and should exactly match the table below.
Encounters
| Column Name | Notes | Required |
| Patient Unique ID* | Must be a UNIQUE Numeric value –123456 (Account #) | Yes |
| Patient First Name | Patient First Name | Yes |
| Patient Middle Name | Patient Middle Name | No |
| Patient Last Name | Patient Last Name | Yes |
| Chart Number* | This alphanumeric value doesn’t have to be unique – DEF456 | Yes |
| Date of Service | Encounter Date – mm/dd/yyyy(This is the required format) | Yes |
| Created by Physician | Physician that created the encounter name | No |
| Patient Attending Physician | Primary Care Physician Name | Yes |
| IOP OD | Intraocular pressure for OD (Numeric value only) | No |
| IOP OS | Intraocular pressure for OS (Numeric value only) | No |
| Assessment ^ | Assessment (comments for the assessment) | No |
| Dx Codes | ICD10 codes only | No |
| Plan ^ | Plan comments | No |
| Chief Complaint ^ | Comments on the Chief Complaint | No |
^ These values are only importable in Imedicware
Medications (Only Imedicware)
| Column Name | Notes | Required |
| Patient Unique ID* | Must be a UNIQUE Numeric value –123456 (Account #) | Yes |
| Patient First Name | Patient First Name | Yes |
| Patient Middle Name | Patient Middle Name | No |
| Patient Last Name | Patient Last Name | Yes |
| Medication Name | Name of the medication | Yes |
| Start Date | Medication start date – mm/dd/yyyy(This is the required format) | No |
| End Date | Medication end date – mm/dd/yyyy(This is the required format) | No |
| Dosage | Medication dosage | No |
| Site | Site of the medication (OD/OS/OU/PO) | No |
| Sig | Medication sig. | No |
^ Integrity brings Medications through Dr. First (No Migration needed)
Allergies (Only Imedicware)
| Column Name | Notes | Required |
| Patient Unique ID* | Must be a UNIQUE Numeric value –123456 (Account #) | Yes |
| Patient First Name | Patient First Name | Yes |
| Patient Middle Name | Patient Middle Name | No |
| Patient Last Name | Patient Last Name | Yes |
| Allergy Name | Name of the medication | Yes |
| Allergy Type | Type (Drug/Ingredient/Allergen) | Yes |
| Start Date | Medication start date – mm/dd/yyyy(This is the required format) | No |
| Reactions/Comments | Reactions and comments for the allergy | No |
Procedures/Surgeries
| Column Name | Notes | Required |
| Patient Unique ID* | Must be a UNIQUE Numeric value –123456 (Account #) | Yes |
| Patient First Name | Patient First Name | Yes |
| Patient Middle Name | Patient Middle Name | No |
| Patient Last Name | Patient Last Name | Yes |
| SX/Procedures Names | Procedure/Surgery name | Yes |
| ICD10 Code | Procedure ICD 10 code | Yes |
| Site | Site of the procedure (OD/OS/OU) | No |
| Date of Procedure | Date when the procedure was done – mm/dd/yyyy(This is the required format) | No |
| Type | Type of procedure (Surgery/Procedure/Intervention) | No |
| Comments ^ | Comments for the procedure | No |
^ These values are only importable in Imedicware
Vision (Only Imedicware)
| Column Name | Notes | Required |
| Patient Unique ID* | Must be a UNIQUE Numeric value –123456 (Account #) | Yes |
| Patient First Name | Patient First Name | Yes |
| Patient Middle Name | Patient Middle Name | No |
| Patient Last Name | Patient Last Name | Yes |
| Date of Service | Encounter Date – mm/dd/yyyy(This is the required format) | Yes |
| Created by Physician | Physician that created the encounter name | No |
| Patient Attending Physician | Primary Care Physician Name | Yes |
| Referring Physician | Patient’s referring doctor | No |
| Distance Label 1 OD | Distance OD uncorrected label value | No |
| Distance Value 1 OD | Distance OD uncorrected text value | No |
| Distance Label 1 OS | Distance OS uncorrected label value | No |
| Distance Value 1 OS | Distance OS uncorrected text value | No |
| Distance Label 2 OD | Distance OD uncorrected label value | No |
| Distance Value 2 OD | Distance OD uncorrected text value | No |
| Distance Label 2 OS | Distance OS uncorrected label value | No |
| Distance Value 2 OS | Distance OS uncorrected text value | No |
| Near Label 1 OD | Near OD uncorrected label value | No |
| Near Value 1 OD | Near OD uncorrected text value | No |
| Near Label 1 OS | Near OS uncorrected label value | No |
| Near Value 1 OS | Near OS uncorrected text value | No |
| Near Label 2 OD | Near OD uncorrected label value | No |
| Near Value 2 OD | Near OD uncorrected text value | No |
| Near Label 2 OS | Near OS uncorrected label value | No |
| Near Value 2 OS | Near OS uncorrected text value | No |
| AR Sphere OD | Autorefractor OD Sphere Value | No |
| AR Cylinder OD | Autorefractor OD Cylinder Value | No |
| AR Axis OD | Autorefractor OD Axis Value | No |
| AR Conf OD | Autorefractor OD Conf Value (High/Medium/Low) | No |
| AR Sphere OS | Autorefractor OS Sphere Value | No |
| AR Cylinder OS | Autorefractor OS Cylinder Value | No |
| AR Axis OS | Autorefractor OS Axis Value | No |
| AR Conf OS | Autorefractor OS Conf Value (High/Medium/Low) | No |
| Cycloplegic Sphere OD | Autorefractor Cycloplegic OD Sphere Value | No |
| Cycloplegic Cylinder OD | Autorefractor Cycloplegic OD Cylinder Value | No |
| Cycloplegic Axis OD | Autorefractor Cycloplegic OD Axis Value | No |
| Cycloplegic Conf OD | Autorefractor Cycloplegic OD Conf Value (High/Medium/Low) | No |
| Cycloplegic Sphere OS | Autorefractor Cycloplegic OS Sphere Value | No |
| Cycloplegic Cylinder OS | Autorefractor Cycloplegic OS Cylinder Value | No |
| Cycloplegic Axis OS | Autorefractor Cycloplegic OS Axis Value | No |
| Cycloplegic Conf OS | Autorefractor Cycloplegic OS Conf Value (High/Medium/Low) | No |
| PC1 Sphere OD | PC1 OD Sphere Value | No |
| PC1 Cylinder OD | PC1 OD Cylinder Value | No |
| PC1 Axis OD | PC1 OD Axis Value | No |
| PC1 Add OD | PC1 OD Add Value | No |
| PC1 Add VA OD | PC1 OD Add Visual Acuity (SV/BF/Progs/TRF) | No |
| PC1 Sphere OS | PC1 OS Sphere Value | No |
| PC1 Cylinder OS | PC1 OS Cylinder Value | No |
| PC1 Axis OS | PC1 OS Axis Value | No |
| PC1 Add OS | PC1 OS Add Value | No |
| PC1 Add VA OS | PC1 OS Add Visual Acuity (SV/BF/Progs/TRF) | No |
| PC1 OVER REFRACTION Sphere OD | PC1 OVER REFRACTION OD Sphere Value | No |
| PC1 OVER REFRACTION Cylinder OD | PC1 OVER REFRACTION OD Cylinder Value | No |
| PC1 OVER REFRACTION Axis OD | PC1 OVER REFRACTION OD Axis Value | No |
| PC1 OVER REFRACTION Add OD | PC1 OVER REFRACTION OD Add Value | No |
| PC1 OVER REFRACTION Add VA OD | PC1 OVER REFRACTION OD Add Visual Acuity (SV/BF/Progs/TRF) | No |
| PC1 OVER REFRACTION Sphere OS | PC1 OVER REFRACTION OS Sphere Value | No |
| PC1 OVER REFRACTION Cylinder OS | PC1 OVER REFRACTION OS Cylinder Value | No |
| PC1 OVER REFRACTION Axis OS | PC1 OVER REFRACTION OS Axis Value | No |
| PC1 OVER REFRACTION Add OS | PC1 OVER REFRACTION OS Add Value | No |
| PC1 OVER REFRACTION Add VA OS | PC1 OVER REFRACTION OS Add Visual Acuity (SV/BF/Progs/TRF) | No |
| PC2 Sphere OD | PC2 OD Sphere Value | No |
| PC2 Cylinder OD | PC2 OD Cylinder Value | No |
| PC2 Axis OD | PC2 OD Axis Value | No |
| PC2 Add OD | PC2 OD Add Value | No |
| PC2 Add VA OD | PC2 OD Add Visual Acuity (SV/BF/Progs/TRF) | No |
| PC2 Sphere OS | PC2 OS Sphere Value | No |
| PC2 Cylinder OS | PC2 OS Cylinder Value | No |
| PC2 Axis OS | PC2 OS Axis Value | No |
| PC2 Add OS | PC2 OS Add Value | No |
| PC2 Add VA OS | PC2 OS Add Visual Acuity (SV/BF/Progs/TRF) | No |
| PC2 OVER REFRACTION Sphere OD | PC2 OVER REFRACTION OD Sphere Value | No |
| PC2 OVER REFRACTION Cylinder OD | PC2 OVER REFRACTION OD Cylinder Value | No |
| PC2 OVER REFRACTION Axis OD | PC2 OVER REFRACTION OD Axis Value | No |
| PC2 OVER REFRACTION Add OD | PC2 OVER REFRACTION OD Add Value | No |
| PC2 OVER REFRACTION Add VA OD | PC2 OVER REFRACTION OD Add Visual Acuity (SV/BF/Progs/TRF) | No |
| PC2 OVER REFRACTION Sphere OS | PC2 OVER REFRACTION OS Sphere Value | No |
| PC2 OVER REFRACTION Cylinder OS | PC2 OVER REFRACTION OS Cylinder Value | No |
| PC2 OVER REFRACTION Axis OS | PC2 OVER REFRACTION OS Axis Value | No |
| PC2 OVER REFRACTION Add OS | PC2 OVER REFRACTION OS Add Value | No |
| PC2 OVER REFRACTION Add VA OS | PC2 OVER REFRACTION OS Add Visual Acuity (SV/BF/Progs/TRF) | No |
| PC3 Sphere OD | PC3 OD Sphere Value | No |
| PC3 Cylinder OD | PC3 OD Cylinder Value | No |
| PC3 Axis OD | PC3 OD Axis Value | No |
| PC3 Add OD | PC3 OD Add Value | No |
| PC3 Add VA OD | PC3 OD Add Visual Acuity (SV/BF/Progs/TRF) | No |
| PC3 Sphere OS | PC3 OS Sphere Value | No |
| PC3 Cylinder OS | PC3 OS Cylinder Value | No |
| PC3 Axis OS | PC3 OS Axis Value | No |
| PC3 Add OS | PC3 OS Add Value | No |
| PC3 Add VA OS | PC3 OS Add Visual Acuity (SV/BF/Progs/TRF) | No |
| PC3 OVER REFRACTION Sphere OD | PC3 OVER REFRACTION OD Sphere Value | No |
| PC3 OVER REFRACTION Cylinder OD | PC3 OVER REFRACTION OD Cylinder Value | No |
| PC3 OVER REFRACTION Axis OD | PC3 OVER REFRACTION OD Axis Value | No |
| PC3 OVER REFRACTION Add OD | PC3 OVER REFRACTION OD Add Value | No |
| PC3 OVER REFRACTION Add VA OD | PC3 OVER REFRACTION OD Add Visual Acuity (SV/BF/Progs/TRF) | No |
| PC3 OVER REFRACTION Sphere OS | PC3 OVER REFRACTION OS Sphere Value | No |
| PC3 OVER REFRACTION Cylinder OS | PC3 OVER REFRACTION OS Cylinder Value | No |
| PC3 OVER REFRACTION Axis OS | PC3 OVER REFRACTION OS Axis Value | No |
| PC3 OVER REFRACTION Add OS | PC3 OVER REFRACTION OS Add Value | No |
| PC3 OVER REFRACTION Add VA OS | PC3 OVER REFRACTION OS Add Visual Acuity (SV/BF/Progs/TRF) | No |
| MR1 Given | If Manifest refraction was given, then Yes | No |
| MR1 Sphere OD | MR1 OD Sphere Value | No |
| MR1 Cylinder OD | MR1 OD Cylinder Value | No |
| MR1 Axis OD | MR1 OD Axis Value | No |
| MR1 Axis VA OD | MR1 OD Add Visual Acuity (20/15, etc.) | No |
| MR1 Add OD | MR1 OD Add Value | No |
| MR1 Add VA OD | MR1 OD Add Visual Acuity (20/15, etc.) | No |
| MR1 GL VA OD | MR1 OD Value for GL like 20/15 | No |
| MR1 PH VA OD | MR1 OD Value for PH like 20/15 | No |
| MR1 Sphere OS | MR1 OS Sphere Value | No |
| MR1 Cylinder OS | MR1 OS Cylinder Value | No |
| MR1 Axis OS | MR1 OS Axis Value | No |
| MR1 Axis VA OS | MR1 OS Add Visual Acuity (20/15, etc.) | No |
| MR1 Add OS | MR1 OS Add Value | No |
| MR1 Add VA OS | MR1 OS Add Visual Acuity (20/15, etc.) | No |
| MR1 GL VA OS | MR1 OS Value for GL like 20/15 | No |
| MR1 PH VA OS | MR1 OS Value for PH like 20/15 | No |
| MR2 Given | If Manifest refraction was given, then Yes | No |
| MR2 Sphere OD | MR2 OD Sphere Value | No |
| MR2 Cylinder OD | MR2 OD Cylinder Value | No |
| MR2 Axis OD | MR2 OD Axis Value | No |
| MR2 Axis VA OD | MR2 OD Add Visual Acuity (20/15, etc.) | No |
| MR2 Add OD | MR2 OD Add Value | No |
| MR2 Add VA OD | MR2 OD Add Visual Acuity (20/15, etc.) | No |
| MR2 GL VA OD | MR2 OD Value for GL like 20/15 | No |
| MR2 PH VA OD | MR2 OD Value for PH like 20/15 | No |
| MR2 Sphere OS | MR2 OS Sphere Value | No |
| MR2 Cylinder OS | MR2 OS Cylinder Value | No |
| MR2 Axis OS | MR2 OS Axis Value | No |
| MR2 Axis VA OS | MR2 OS Add Visual Acuity (20/15, etc.) | No |
| MR2 Add OS | MR2 OS Add Value | No |
| MR2 Add VA OS | MR2 OS Add Visual Acuity (20/15, etc.) | No |
| MR2 GL VA OS | MR2 OS Value for GL like 20/15 | No |
| MR2 PH VA OS | MR2 OS Value for PH like 20/15 | No |
| MR3 Given | If Manifest refraction was given, then Yes | No |
| MR3 Sphere OD | MR3 OD Sphere Value | No |
| MR3 Cylinder OD | MR3 OD Cylinder Value | No |
| MR3 Axis OD | MR3 OD Axis Value | No |
| MR3 Axis VA OD | MR3 OD Add Visual Acuity (20/15, etc.) | No |
| MR3 Add OD | MR3 OD Add Value | No |
| MR3 Add VA OD | MR3 OD Add Visual Acuity (20/15, etc.) | No |
| MR3 GL VA OD | MR3 OD Value for GL like 20/15 | No |
| MR3 PH VA OD | MR3 OD Value for PH like 20/15 | No |
| MR3 Sphere OS | MR3 OS Sphere Value | No |
| MR3 Cylinder OS | MR3 OS Cylinder Value | No |
| MR3 Axis OS | MR3 OS Axis Value | No |
| MR3 Axis VA OS | MR3 OS Add Visual Acuity (20/15, etc.) | No |
| MR3 Add OS | MR3 OS Add Value | No |
| MR3 Add VA OS | MR3 OS Add Visual Acuity (20/15, etc.) | No |
| MR3 GL VA OS | MR3 OS Value for GL like 20/15 | No |
| MR3 PH VA OS | MR3 OS Value for PH like 20/15 | No |
Contact Lenses (Only iMedicWare)
| Column Name | Notes | Required |
| Patient Unique ID* | Must be a UNIQUE Numeric value –123456 (Account #) | Yes |
| Patient First Name | Patient First Name | Yes |
| Patient Middle Name | Patient Middle Name | No |
| Patient Last Name | Patient Last Name | Yes |
| Date of Service | Encounter Date – mm/dd/yyyy(This is the required format) | Yes |
| Created by Physician | Physician that created the encounter name | No |
| Patient Attending Physician | Primary Care Physician Name | Yes |
| Referring Physician | Patient’s referring doctor | No |
| Visit Type | Visit type (Eval/Fit/Refit/Final) | No |
| Lenstype OD | Lens type (SCL/RGP/Custom) | No |
| Series OD | Series (i.e Bausch & Lomb Purevision Toric-6Pk) | No |
| Basecurve OD | Basecurve for the OD | No |
| Diameter OD | Diameter for the OD | No |
| Sphere OD | Sphere for the OD | No |
| Cylinder OD | Cylinder for the OD | No |
| Axis OD | Axis for the OD | No |
| Add OD | Add for the OD | No |
| Refraction Sphere OD | Over Refraction Sphere for the OD | No |
| Refraction Cylinder OD | Over Refraction Cylinder for the OD | No |
| Refraction Axis OD | Over Refraction Axis for the OD | No |
| Refraction Add OD | Over Refraction Add for the OD | No |
| Refraction Comfort OD | Over Refraction Comfort for the OD (Comfortable/Dry/Itchy) | No |
| Refraction Position OD | Over Refraction Position for the OD (Centered/Superior/Inferior, etc.) | No |
| Refraction movement OD | Over Refraction movement for the OD (>1/2mm/loose/tight, etc) | No |
| Refraction condition OD | Over Refraction condition for the OD (Clean/Deposits/Tear, etc.) | No |
| Power OD | Power OD Value | No |
| Color OD | Color OD Value | No |
| Lenstype OS | Lens type (SCL/RGP/Custom) | No |
| Series OS | Series (i.e Bausch & Lomb Purevision Toric-6Pk) | No |
| Basecurve OS | Basecurve for the OS | No |
| Diameter OS | Diameter for the OS | No |
| Sphere OS | Sphere for the OS | No |
| Cylinder OS | Cylinder for the OS | No |
| Axis OS | Axis for the OS | No |
| Add OS | Add for the OS | No |
| Refraction Sphere OS | Over Refraction Sphere for the OS | No |
| Refraction Cylinder OS | Over Refraction Cylinder for the OS | No |
| Refraction Axis OS | Over Refraction Axis for the OS | No |
| Refraction Add OS | Over Refraction Add for the OS | No |
| Refraction Comfort OS | Over Refraction Comfort for the OS (Comfortable/Dry/Itchy) | No |
| Refraction Position OS | Over Refraction Position for the OS (Centered/Superior/Inferior, etc.) | No |
| Refraction movement OS | Over Refraction movement for the OS (>1/2mm/loose/tight, etc) | No |
| Refraction condition OS | Over Refraction condition for the OS (Clean/Deposits/Tear, etc.) | No |
| Power OS | Power OS Value | No |
| Color OS | Color OS Value | No |
| Solution | Solution used like Biotrue | No |
| Replacement | Is age like 1 week | No |
| Replacement Schedule | Disposable schedule | No |
| Weartime | Average wear time | No |
Exam Charts
Exam Charts need to be provided in a PDF format only. A XREF file is also needed with the Patient ID and Date of Service to which these exam charts belong to. We will import these charts to the encounters in question, so the historical data is viewable in our system.
Images
Images need to be provided in PDF or JPG/JPEG format only. A XREF file is needed with the Patient ID, Date of Service and Image Category to which these images should be mapped to.
EMR Data Migration (Customized Package)
The customized package includes the basic package plus any data elements/items that the client request. Before contracting this service, an evaluation needs to be performed of what items are going to be included. Once the evaluation is done, the Data Migration team to create a Statement of Work (SOW) that includes the number of billable hours required and the new time frame to complete the data migration as requested.