© STG Software Consultants Limited 2014
Registered in the UK in 1986 - Company Registered Number 2008696
“We were delighted that we chose Steve to do the data migration from our McKesson TotalCARE PAS. Steve’s in-depth knowledge of the TotalCARE database meant that not only did he execute a fully successful data migration, but he was also able to supply us with many reports from the TotalCARE database throughout the implementation, which proved invaluable for planning and setup of the new system. The project was delayed several times and Steve’s flexibility and professionalism meant that the data migration remained unaffected by the delays. Steve was a valuable member of our team and I would not hesitate to recommend Steve to perform a similar data migration.”
Dr. Annette Peck, B.Sc. Ph.D. MIHM, Head of Information at Sheffield Teaching Hospitals NHS Foundation Trust.
For a sample TotalCARE Radiology migration, please click here.
TotalCARE PAS Migration Case Study
Sheffield Teaching Hospitals NHS Foundation Trust
In May 2011, Sheffield Teaching Hospitals NHS Foundation Trust migrated from McKesson’s TotalCARE PAS to iSoft’s PatientCentre solution. The project involved upgrading one campus (Sheffield Northern General Hospital) from iSoft’s CLINiCOM PAS to PatientCentre and then replacing McKesson’s TotalCARE PAS with PatientCentre at the Trust’s remaining campuses.
This required data from TotalCARE to be “merged” with the existing data on the instance of PatientCentre already live at the Northern campus.
STG Software Consultants provided a total solution, covering all aspects of the migration from mapping of coded fields, production of many wide-ranging reports from TotalCARE to facilitate data cleansing, many “Dry Runs” to allow for investigation of issues arising, liaising closely with iSoft throughout the process to ensure a smooth and successful data migration.
Data Migration
The migration process successfully migrated:
- 24 million records involving 752,000 patient datasets
- 2.1 million episodes
- 1 million RTT pathways
- 4.7 million outpatient appointments, including 89,000 future appointments
- 516,000 inpatient admissions
- 14,000 cancer registrations
- 29,000 maternity episodes
Other Services
The detailed knowledge of the internal data structures of TotalCARE allowed STG Software Consultants to assist the Trust in many other ways during the project.
In addition to the migration of data, many reports not available from within TotalCARE itself, were produced from TotalCARE data to allow the Trust to set up required tables on the new system. It also greatly facilitated the cleansing of data prior to migration, ensuring data errors were eradicated from the final migration.
The reports produced included:
- Existing users on TotalCARE, including departments and locations, to allow for manual definition on new system
- Printers and locations on TotalCARE and users with access to those printers
- Outpatient clinic templates, printed in a format defined by the customer, to allow for easy entry on the new system
- “Adhoc” clinic templates (many thousands at Sheffield) to allow for manual entry on to new system
- Cancelled clinics to allow for cancellation to be made on new system
- Outpatient clinic “session comments” to allow for manual entry on new system
- Comparison, with the co-operation of iSoft, of clinic templates on the existing and new systems to allow for last-minute changes to be synchronised
- All future appointments to ensure none were “lost” during the migration process
- Mapping tables for all coded fields with transformation of coded items performed on-the-fly during migration
- Free text “comment” fields, reported by patient, which would be abbreviated or “lost” during the migration process (many free text fields on PatientCentre are shorter than those on TotalCARE)
- Common words in free text fields and automatic abbreviation of them incorporated into the migration
- Lists of registered and referral GPs and Dentists on every transaction to be migrated, to allow for manual checking ahead of “go-live”
- Entries in PAS free text fields to enable them to be automatically mapped to coded fields during migration – Next of Kin Relationship, Title, Free Text Source of Referral, etc.
- Lists of the many coded fields on TotalCARE to allow for definition on new system – Clinics, Hospitals, Wards, Consultants, Specialties, Ethnic Origin, Method of Admission, etc.
- Waiting List, Outpatient and Inpatient Freetext Referrers to allow them to be coded prior to migration
- Invalid postcodes
- Contract IDs to allow for mapping to contracts on new system
- EBS (Choose and Book) Service codes to allow for mapping to new system
Dry Runs
Each month in the run up to go-live, a “Dry Run” of the migration process is performed. From this Dry Run, reports are produced of invalid coded items and other issues, to allow correction prior to go-live.
This is done in close contact with iSoft and any issues arising discussed to produce a mutually agreeable solution.
Please feel free to contact us in relation to this project or to discuss ways in which we might assist you in your own project.
TotalCARE Radiology Migration Case Study
Sheffield Teaching Hospitals NHS Foundation Trust
In May 2007, Sheffield teaching hospitals merged two instances of TotalCARE Radiology, one at the Central Campus (Sheffield Hallamshire Hospital) and one at the Northern Campus (Northern General Hospital), on to one new implementation of HSS’s Radiology solution, CRIS (www.hssnet.com).
The data migration requirement was to merge the two TC-RAD databases on to one set of files for upload to the system.
Our in-depth knowledge of the internal database of TC-RAD allowed STG Software Consultants to successfully merge the two PMI datasets and the two Radiology datasets. Many patients had records at both sites, so complex algorithms were used to determine which PMI details would be used to migrate.
At go-live the native files (Mumps globals) from both instances were copied to a dedicated Data Migration server and the merge and transformation process completed. Each patient was assigned a “Link number” and data for the same patient on each system was assigned to the “Link number” for that patient, thus ensuring there were no duplicate patients produced.
Data Migration
We successfully merged and migrated:
- 1.7 million patient records from the PMI
- 4 million radiology attendances
- 5 million exams
- 2 million reports (including 15 million lines of text)
- Millions of volume and film movements
We assisted the Trust during the preparation process, by producing reports of all the coded items on the TC-RAD systems, so that a single set of new codes could be agreed. Many coded items, particularly from old TC-RAD data, were unavailable to the user through the TC-RAD system, but having access to the database meant we were able to produce tables of coded items for transformation.
Coded items included:
- Ethnic Group
- Mobility
- Patient Category
- Sex
- Patient Title
- Urgency
- Volume Types
- Examination Codes
- Film Locations
- Radiographers
- Radiologists (report authors)
- Budget Holders
- Rooms
- Secretaries
- Specialties
- Film Stock
- Patient Location
The TC-RAD data can be extracted and formatted to any file format required.
This process was also successfully completed at Sherwood Forest Hospitals NHS Foundation Trust in May 2006.
