Automated Patient Data Migration for 12 Clinic Locations

Pinnacle Care Group operated 12 clinic locations, each running a different legacy EHR system accumulated over 15 years of acquisitions. Patient records were fragmented, duplicated, and inconsistent across systems. A planned transition to a unified EHR platform was stalled because no vendor could guarantee data integrity during migration, and manual migration estimates exceeded 18 months.

Our data engineering team built a custom ETL pipeline tailored to each legacy system's schema. We implemented intelligent deduplication algorithms that matched patient records across systems using probabilistic matching on demographics, insurance IDs, and visit history. The pipeline included automated validation checkpoints at every stage, a rollback mechanism for any records failing quality thresholds, parallel processing to handle high-volume batches without downtime, and a comprehensive audit trail for regulatory compliance.

The entire migration was completed in just 12 months — 6 months ahead of the original estimate. Over 2.1 million records were migrated with a 99.8% accuracy rate. Pinnacle Care avoided an estimated $2.3M in manual data entry costs and launched their unified EHR on schedule, improving care coordination across all 12 locations.