Gallery Migration Readiness Guide
For many health systems, extracting and organizing historical documents from legacy document management platforms is one of the most challenging aspects of moving to Epic Gallery. Proper planning early in the process helps ensure organizations stay aligned with their Gallery go-live timeline while avoiding extended legacy system maintenance and unnecessary costs.
Download our scorecard to evaluate where your organization stands across the key planning areas for a successful Gallery conversion. Rate each area and use the supporting documents to close any gaps before your go-live.
Understand Your Current Document Environment
- Identify your current document management system (OnBase, ImageNow, etc.)
- Identify document types & indexing structures
- Confirm if the system is on‑premise or hosted Identify integrations and system dependencies
- Determine total document count and storage size
Definite Your Document Strategy
- Determine which documents will be migrated into Gallery
- Identify documents that will remain outside of Gallery (AP, HR, Contracts, etc.)
- Define alternative storage or archive strategies for non‑clinical documents
- Confirm document retention and compliance requirements
Evaluate HIM & Clinical Workflow Changes
- Identify current HIM workflows supported by the legacy system
- Determine which workflows will move into Epic
- Identify scanning, indexing, and chart completion changes
Budget and Timeline Planning
- Budget for Epic Gallery implementation
- Budget for legacy document extraction
- Identify potential costs for extended legacy system maintenance
- Align document migration timeline with the Epic Gallery testing and go‑live schedule
Common risks that delay Gallery migrations:
- Underestimating total document volume
- Undefined strategy for non-clinical documents
- Identifying all third-party integrations to legacy document management system
- Late access to legacy systems
- Lack of clear extraction methodology
- Unexpected legacy systems maintenance extensions
Planning early for document migration helps ensure a smoother transition to Epic Gallery. Quoris works with healthcare organizations to provide guidance, technical expertise, and the FastLane program to help keep Gallery migrations on schedule.
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