The Challenge
A hospital system planned a balance-forward conversion to a new EMR and to send legacy A/R to a follow-up vendor so staff could focus on go-live and avoid toggling between systems.
But that plan introduced serious risks:
- Loss of encounter-level detail from the outgoing EMR after cutover
- Records-retention and compliance exposure
- Premium month-to-month fees to keep the legacy system online during transition
They needed a way to archive and access all historical data—without paying the outgoing vendor to keep the lights on.
The Solution
We partnered with hospital IT to execute a clean, compliant transition:
- Full Data Extraction → ActiveWARE Archive: Exported the outgoing EMR’s encounter-level data and ingested it into ActiveWARE for permanent, structured retention.
- Facilitator™ as the User Interface: Delivered an intuitive UI for fast, role-based access to archived records—no legacy logins or double work.
- Early Legacy Decommissioning: With data preserved and accessible, the hospital could disconnect the old system sooner, avoiding premium “bridge” fees.
- Keep Working the Old A/R (Client Benefit): The exported dataset also powered our client’s workflows so they could continue working legacy A/R during the conversion, while hospital staff focused on new-system adoption and new encounters. Cash flow stayed steady; adoption stayed on track.
Impact / Results
- Eliminated legacy EMR premiums by shutting down the outgoing system earlier
- Closed compliance gaps with complete encounter-level retention and easy retrieval
- Sustained cash flow: client teams worked old A/R from the archive while hospital staff concentrated on the new EMR
- Reduced operational drag: one modern interface (Facilitator™) instead of juggling two systems
- Vendor leverage regained: no last-minute “premium” extensions during the final contract days