The challenge
What was at risk
The organization needed to move from Athenahealth to eClinicalWorks, rebuild clinical forms, connect billing and eligibility workflows, and retire MD365 without losing patient history or delaying scheduled billing.
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EHR migration case study
Athenahealth to eClinicalWorks Migration
Moving patient data and clinical workflows without missing a scheduled billing cycle
Led the move of 2,800+ patient records and clinical workflows across six practices while an internal care operations platform was also being built and the legacy MD365 workflow was retired.
- 2,800+
- patient records
- 6
- physician practices
- 2
- EHR systems
- 0
- scheduled billing cycles missed
Founder role
What I owned
End-to-end migration owner for discovery, field mapping, form rebuilds, workflow design, cross-system checks, rollout, staff training, and launch support.
Delivery path
A clear path from risk to working process
- 01Map data and dependencies
- 02Rebuild forms and handoffs
- 03Validate before cutover
- 04Train, launch, and monitor
What I built
The work behind the result
- 01Interviewed physicians and staff to map clinical, reading, encounter-note, and billing dependencies.
- 02Mapped demographics, insurance, provider NPIs, billing codes, and encounter notes from Athenahealth exports to eClinicalWorks imports.
- 03Built pre- and post-migration queries for row counts and key-field checks.
- 04Rebuilt initial-visit, care-plan, chart-review, check-in, and encounter-note forms in eClinicalWorks.
- 05Configured pVerify eligibility and CollaborateMD billing handoffs with the new practice and NPI settings.
- 06Trained physicians, agents, clinical staff, and billing teams, then documented the new workflows as SOPs.
- 07Provided launch support, including repair of a Microsoft Entra ID OAuth redirect issue and device-portal access gaps.
Results
What changed after the work
- No scheduled billing cycles were missed during the migration and cutover.
- Record counts and key fields were reconciled across 2,800+ migrated patient records.
- MD365-dependent workflows were retired and replaced by eClinicalWorks plus the internal platform.
- Physician encounter notes moved into a consistent digital workflow.
- A full SOP set was created for training, compliance, and future onboarding.
Results are based on internal operating records and project documentation. Client and patient details are omitted.
Systems and tools
Built inside the real stack
- Athenahealth
- eClinicalWorks
- pVerify
- CollaborateMD
- Microsoft Entra ID
- SQL validation
- Clinical form design
- SOPs and training
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