EHR Migration and Archiving
Smartlink specializes in EHR migration, integration, and archiving services built on our patented Smartlink Data Connector (SDC) technology — a powerful integration platform that automates data exchange between disparate health IT systems. Too often, EHR migrations arrive incomplete or trapped in flat formats like PDF. With Smartlink, your migration includes all the data you want — as discrete, usable data — regardless of the EHR involved or operating environment.
Trusted by Healthcare Organizations Nationwide
Smartlink technology is used by leading companies across the ecosystem of healthcare delivery.
All the Data You Want
Including unstructured data, like progress notes, tasks, and family/social history
In the Format You Want
Insert discrete data in your new EHR where you want it, rather than as a PDF
At an Affordable Price
Migrate more data, many times at a price point that is less than the EHR vendor
Extract All of the Data from Your Legacy EHR
Migrating data out of your legacy EHR is often limited to problems, allergies, medications, and immunizations. Smartlink’s ability to migrate data via APIs, database, and the user interface gives us the unique ability to extract virtually any data. Progress notes, tasks, preferred pharmacy, family/social history, unstructured data – you name it, we can extract it.
Import Data into Your New EHR
Migrating data into your new EHR is often limited to problems, allergies, medications, and immunizations. Smartlink’s ability to migrate data via APIs, database, and the user interface gives us the unique ability to import virtually any data as discrete data. Progress notes, tasks, preferred pharmacy, family/social history, unstructured data – import virtually any data as discrete data to your new EHR.
Archive Your EHR Data
Archiving your legacy EHR clinical and financial data has never been easier. Our modern, user-friendly SaaS archive platform is accessible via Single Sign-On (SSO) from within your new EHR. The intuitive interface makes it easy to search, print, and export data on demand. Plus, our built-in audit trail ensures transparency and accountability.
How Smartlink Migrates Your Data
SDC functions as an intelligent interoperability engine that can extract, normalize, and insert both structured and unstructured data using any combination of methods — direct database access, API connections, or advanced user-interface automation. Unlike traditional ETL tools or vendor-specific connectors, SDC is fully configurable, enabling Smartlink to tailor its workflow to the unique data architecture and access limitations of each EHR.
This flexibility allows Smartlink to deliver comprehensive migrations even when APIs are unavailable or restricted — capturing clinical data, documents, and discrete encounter details with precision. The result is a highly efficient, verifiable migration process that maintains data integrity, minimizes downtime, and ensures that clinicians retain immediate access to patient history and context in their new system.
Unmatched Discrete Data
Because of our unique ability to migrate data via the user interface, Smartlink can consistently migrate the following data elements as discrete data to your new EHR.
- Demographics
- Problems
- Allergies
- Medications
- Immunizations
- Progress Notes
- Vital Signs
- Medical History
- OB/GYN History
- Surgical History
- Hospitalization History
- Family History
- Social History
- Tasks
- Preferred Pharmacy
- Preferred Provider
- Lab Documents (flow sheet/CCDA)
- Clinical Documents
- Imaging Documents
- Other Documents
- Insurance
- Charge History
- Guarantor
- CPT Codes
- SKU #
- Date of Service
- Location
- Insurance Card
- Driver License
- Financial Reports
- Statements
- Claims
- Invoices
Secure, Validated Migration
Every Smartlink migration is built on enterprise-grade security and validation. All data handling complies with HIPAA, and a Business Associate Agreement (BAA) is executed before any project begins. Data moves through secure, encrypted channels (TLS 1.2 or higher).
To confirm nothing is lost in transit, Smartlink validates extracted data for completeness and format at each stage, performs sample testing across all data categories, and runs record-count verification between the source EHR and the delivered data — so you can confirm your full record set made it across.
U.S. Patent. Smartlink holds a U.S. patent for capabilities that include transferring patient records between EHR vendors during migrations.
EHR Migration Frequently Asked Questions
Summary
Smartlink delivers EHR data migration that moves all your legacy data — clinical and operational, structured and unstructured — into your new EHR as discrete, usable data rather than PDFs. Using APIs, database connections, and a patented user interface-based engine, Smartlink reaches data other tools can’t, validates it for completeness, and can archive legacy records in a searchable SaaS platform accessible from your new EHR.
