As a part of joining Osmind, you'll work with your Onboarding team member to scope (if applicable) the data conversion from your legacy EHR to Osmind.
What is Included
Patient Demographics Import
Patient Demographics Import
Attached is a spreadsheet containing 2 sheets:
Instructions for formatting your import file
Patient Demographics Template
Here's an example of how your patient information should look in the template (click to enlarge):
The following demographic fields are available to be imported into Osmind as discrete, structured fields (if they are exportable from your legacy system).
First Name (*required)
Last Name (*required)
Email (*required)
Cell Phone (*required)
Middle Name
DOB
Legal Sex
Address Line 1
Address Line 2
City
State
Zip Code
Home Phone
Work Phone
Emergency Contact Name
Emergency Contact Phone
Additional Notes (free text field)
Legacy Medical Records
Legacy Medical Records
Osmind will download historical medical records from your legacy system and upload those as PDF documents into the patient charts in Osmind. We'll work with you to scope what's exportable from your legacy system.
Please be advised that we do not provide individual exports for each note or document within your legacy EHR. Typically, most EHR systems offer the functionality to export a single comprehensive historical medical record file per patient.
What is Not Included
Patient Insurance Information
Patient Insurance Information
Patient insurance information is not included in the demographic import. We recommend using the Osmind Intake form to collect this information from patients!
Past & Future Schedule Appointments
Past & Future Schedule Appointments
After your demographic import is complete, you can begin manually transferring your future scheduled appointments to Osmind.
Structured Patient Histories and Medical Information
Structured Patient Histories and Medical Information
Patient histories and other structured medical information, such as problems, medications, and allergies, are not migrated. We recommend collecting this information via the Osmind Intake form. For medications, you can pull in up to 1 year of historical patient medications within DrFirst (see the video below).
Legacy Patient Balances & Credits
Legacy Patient Balances & Credits
Patient balances and credits are not migrated. It is recommended to settle up prior to migrating, though some practices choose to manually transfer this information by creating invoices and adding patient credits in Osmind.
Timeline & Process
We generally require a minimum of 2 weeks for 100 patients; however this also depends on the EHR and number of documents. For over 100 patients, a good estimate is an extra week per every 100 patients (ie. 4 weeks for 300 patients).
Grant us access to your legacy EHR to scope the legacy medical records export. Do so by providing credentials to your onboarding team member:
Paige Goodman: paige.goodman+yourpracticename@osmind.org
Chantall Whittick: chantall.whittick+yourpracticename@osmind.org
Diamond Johnson: diamond.johnson+yourpracticename@osmind.org
Your Onboarding team member will provide the clinical export scope (based upon reporting and export functionality from your legacy system)
Sign off on the scope and timeline
Export a patient demographics file from your EHR
Download and complete the Osmind Patient Demographic Import Template.xlsx
Customize your Practice Survey Settings and Intake Forms, including your email preferences
Notify your patients of the system change prior to the demographic import (see below for details around why)
Demographic Import Checklist and File Upload
Complete this form to confirm you've completed all previous steps, share your preferences for sending the Osmind Intake and Custom forms, and upload your file to our HIPAA-compliant Google drive.
Note: You will need to sign into Google in order to complete the form.
Your Onboarding team member imports your patient demographics
Osmind begins uploading legacy medical records and sending forms
You can begin migrating your schedule
Considerations & Expectations
1. Patient Notifications
1. Patient Notifications
We recommend migrating only active patients. Why?
Patients added to Osmind receive both a text and email notification inviting them to download the patient app and activate their account
Given your patient import will most likely occur prior to your go-live date, we recommend communicating with patients to reduce surprise and phone calls to your practice.
Here is a sample patient email communication:
Dear patient name / all,
At our clinic, we have decided to work with Osmind to enhance your care journey. The Osmind platform is a central hub for us to track your progress and communication in between appointments. It enhances the care you receive, facilitates communication with our clinic and helps you keep track of your treatment plan.
While we won’t begin actively using this new platform until GO-LIVE DATE, you will be invited to join the patient app prior to then so we can ensure your information is pre-loaded. You will receive an email and text message with instructions on how to login and download the app from the iPhone App Store or the Android Google Play Store.
You can learn more about how our partnership with Osmind will enhance your experience here.
Best wishes,
CLINIC
2. Missing Required Fields
2. Missing Required Fields
If you're unable to export phone and/or email from your legacy system. The demographic import instructions provide workarounds.
3. Gap Period
3. Gap Period
Since we'll be importing your demographics into Osmind prior to your go-live date (to allow for enough time for the schedule migration and chart uploads), there will be a "gap period" where any patient updates will not be captured. For this period, we recommend you use a combination of the following strategies:
Manually register new patients in both your legacy EHR and Osmind
Keep a tracker of patients for whom you updated information in your legacy EHR to then update in Osmind once the import is complete
Double confirm patient information is up to date in Osmind when touching a patient chart
4. Practice Survey Settings
4. Practice Survey Settings
When you configure your Practice Survey Settings, those settings transfer down to any new patient created. If you change your Survey Settings at a later date, those changes will not reflect to existing patients, just new patients. Ensure that you have your settings configured prior to completing your demographic import. If you do not do this step, you will have to manually update all patients individually.