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A Medical Practice Moved Every Patient Record Before a Hard-Stop Deadline, in One Month

The system Wellington Internal Medicine Group ran on was being retired, with two to three months of notice and no extension. Missing the date meant losing every digital patient record. WheelHouse IT completed the migration inside a month.
Not only were they able to beat out that deadline, but also get it done within the month.
Luis M., Strategic Project Manager, Wellington Internal Medicine Group

Client snapshot

Client
Wellington Internal Medicine Group
Industry
Healthcare
Location
Florida, multiple locations
Interviewed
Luis M., Strategic Project Manager

The situation

Wellington Internal Medicine Group is a Florida internal medicine practice running primary and specialty care across multiple locations. Every appointment, panel, and chart lives in its clinical system.

That system was being retired. The vendor gave the practice no more than two to three months before service ended, and the date did not move. If the data was not out and into the new system by then, every patient record would be gone in digital form.

And it was a hard stop deadline.

Why they chose WheelHouse IT

What WheelHouse IT did

WheelHouse IT put the migration on an accelerated track and finished inside the month.

  • An accelerated migration track The data move was put on a fast process rather than a standard project timeline.
  • Every patient record transitioned All clinical data moved off the retiring system before service ended.
  • A new network The practice network was part of the work, not a separate project afterwards.
  • Finished inside the month Against a window the vendor capped at two to three months.

The results

Luis names three outcomes.

  • The deadline was beaten Done within the month against a hard stop the vendor would not move.
  • No patient data lost Every digital patient record made the transition.
  • Better information at the point of care Luis credits the new network with helping the team understand patient conditions better.
We’re very astonished about how they really put themselves out there and established everything that was necessary to make sure that we didn’t lose the patient data that we had along the way.

In their words

And some worry that was created was, can we get this done within the timeline, the deadline?

We saw an improvement in our care.

I would recommend WheelHouse IT because they have a very structured system.

About the client

Wellington Internal Medicine Group is a Florida internal medicine practice providing primary and specialty care, including annual physicals, blood panels, EKGs, and senior care, across multiple locations.

Full transcript

Luis M., Strategic Project Manager, Wellington Internal Medicine Group

0:00 Not only were they able to beat out that deadline, but also get it done within the month.

0:05 Our previous system was sunsetting. In other words, ending their service, and they only gave us around no more than two to three months to sunset our system.

0:18 And it was a hard stop deadline. So if we didn’t get it to that point of transitioning all that data into the new clinical system, all our data would be lost for patients in terms of the digital aspect of it.

0:30 And some worry that was created was, can we get this done within the timeline, the deadline?

0:34 WheelHouse IT solved that problem by basically putting us in a fast process to get there right away, within the month.

0:40 We’re very astonished about how they really put themselves out there and established everything that was necessary to make sure that we didn’t lose the patient data that we had along the way.

0:52 And for me, that really showcases how much they really take initiative from both the IT and from the directors aspect.

1:00 We saw an improvement in our care, basically through our new network, and we were able to understand the patient’s conditions better and also attend to them.

1:12 I would recommend WheelHouse IT because they have a very structured system and personnel to really get you to the next level.

About WheelHouse IT

WheelHouse IT is a SOC 2 Type 1 certified, Top-100 managed IT services provider serving organizations of 20 to 250 employees in South Florida, New York, and Los Angeles. With 60+ IT professionals and a 24/7 internal Network Operations Center, WheelHouse IT prevents IT failures rather than reacting to them.

Is a system your practice depends on being retired?

A sunset date is a hard deadline with patient records on the other side of it. The window to scope the migration properly is while it is still measured in months rather than weeks.
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