ChartMaker® Do-It-Yourself Data Transition Option
When your practice is switching to another certified EHR, closing the practice, or merging with another practice, it is your responsibility to retain your clinical and financial data.
The following will outline the DIY (Do-It-Yourself) Data Transition option. Complete the form below if you want to select this option for your data transition.
Do note that there is also an Assisted Export Services (via Azalea Health) option and an Extended Data Access option available. These options can be used in conjunction with the DIY option, or as an alternative. For more information regarding these other options, click here.
Also, if you are terminating any monthly or annual services, completion of a Termination Checklist is required.
This option requires Chartmaker version 6.8.6 or higher, and is intended for practices that are moving to another EHR and want to move their data from Clinical and import into the new EHR.
1. Mass Export of Patient Summary Information (CCD Files)
- Found in ChartMaker Clinical > Chart > Export > Transition of Care All Patients
- Exports individual CCD files in XML format for all active patients.
- File name format: LastName_FirstName_ChartNumber.xml
- Includes demographics, medications, diagnoses, allergies, and more.
- Compatible with all certified EHR systems that support HL7 C-CDA.
- Everyone must be out of Practice Manager and Clinical until the process completes. Depending on the size of the database, it may take days, and in some cases longer than a week.
- If there is an interruption, such as a power outage or server reboot, the process must start over.
- See On Prem Export Transition of Care All Patients
- DIY Sample – Mass Export of Patient Summary Information (CCD Files)
- DIY Sample – Import of Patient Summary Information (CCD File) into EHR
- More info on this export format is available here.
2. Electronic Health Information Export
- Found in ChartMaker Clinical > Chart > Export > Electronic Health Information Export
- Exports patient data in machine-readable format plus a FHIR document and chart images (JPG) — each page of a multi page document will be exported as an individual JPG file (see examples).
- Supports individual or full population export.
- For full export, this process consumes significant storage space
- See On Prem EHI Export Guidelines
- DIY Sample – Electronic Health Information Export
- More info on this export format is available here.
3. Financial Reports (PDF/CSV)
- Run and export from Practice Manager in PDF or CSV format.
For the ASP offices who are not RCM clients, please contact Janell prior to selecting your export option to verify your commitment period has been met for the ASP contract. Janell can be reached at 229-351-7387 or janell.brown@azaleahealth.com.
As an ASP (Cloud) account, your data will be exported to a secured, HIPAA compliant, location. STI Managed Services has outlined the process for your office to create the S3 Storage Bucket.
This option is intended for practices that are moving to another EHR and want to move their data from Clinical and import into the new EHR.
1. Mass Export of Patient Summary Information (CCD Files)
- Found in ChartMaker Clinical > Chart > Export > Transition of Care All Patients
- Exports individual CCD files in XML format for all active patients.
- File name format: LastName_FirstName_ChartNumber.xml
- Includes demographics, medications, diagnoses, allergies, and more.
- Compatible with all certified EHR systems that support HL7 C-CDA
- Everyone must be out of Practice Manager and Clinical until the process completes. Depending on the size of the database, it may take days, and in some cases longer than a week.
- If there is an interruption, such as a power outage or server reboot, the process must start over.
- See ASP Export Transition of Care All Patients.
- DIY Sample – Mass Export of Patient Summary Information (CCD Files).
- DIY Sample – Import of Patient Summary Information (CCD File) into EHR
- More info on this export format is available here.
2. Electronic Health Information Export
- Found in ChartMaker Clinical > Chart > Export > Electronic Health Information Export
- Exports patient data in machine-readable format plus a FHIR document and chart images (JPG) — each page of a multi page document will be exported as an individual JPG file (see examples).
- Supports individual or full population export.
- For full export, this process consumes significant storage space.
- See ASP EHI Export Guidelines
- DIY Sample – Electronic Health Information Export
- More info on this export format is available here.
3. Financial Reports (PDF/CSV)
- Run and export from Practice Manager in PDF or CSV format.
Clinical Data
- Adult patients: 10 years from date last seen
- Minor patients: 28 years from date of birth
- Deceased patients: 5 years from date of death
Financial Data
- CMS requires a minimum 3-year retention
- For IRS audit purposes, 7 years is recommended
On-Prem (Client/Server) Data Transition Documents
On-Prem ChartMaker DIY Data Transition Option
On-Prem Export Transition of Care All Patients
On-Prem EHI Export Guidelines
On-Prem EHI Export How to Enable Configure and Run
On-Prem Clinical Full Patient List Report
ASP (Cloud) Data Transition Documents
ASP ChartMaker DIY Data Transition Option
ASP Wasabi S3 Storage
ASP Export Transition of Care All Patients
ASP EHI Export Guidelines
ASP EHI Export How to Enable Configure and Run
ASP Clinical Full Patient List Report
For assistance or more information, please contact: frederick.polito@azaleahealth.com.
Data Transition Form (DIY)
"*" indicates required fields