Healthcare Migration Plan

Healthcare Migration Plan

Parties and Project Identification

Effective Date:    Project Lead:

Purpose and Scope

Purpose: This Healthcare Migration Plan documents the agreed procedures, controls, responsibilities, testing, and legal assurances required to migrate protected health information (PHI), clinical records, and associated administrative data from the Originating Organization to the Receiving Organization. The parties intend to perform the migration in a manner that preserves data integrity, minimizes patient care disruption, and maintains compliance with applicable privacy and security laws.

Project Governance & Contacts

Contact Phone:    Contact Email:

Patient Information to be Migrated

Applies to all patients in the Originating Organization:    If limited subset, identify below.

Date of Birth:    Gender:

Insurance & Clinical Summary

Policy Number:    Group Number:

Data Inventory and Classification

Data types to be migrated (check all that apply):
PHI (clinical notes, diagnoses, labs)
PII (demographics, SSN)
Billing and claims
Imaging studies
Laboratory records
Progress notes
Other:

Data Mapping, Extraction and Validation

Extraction Window Start:    Extraction Window End:    Expected Records Count:

Security, Privacy and Compliance Controls

Encryption in transit and at rest required:    Encryption Method:

Audit logging to be retained for (months):    Regular audit responsibility:

Patient Authorization and Privacy Notices

Patient authorization required for migration of records containing behavioral health, substance abuse, or other specially protected categories:

Authorization Expiration Date:    Patient Acknowledgment (printed name):

Cutover, Rollback, and Business Continuity

Planned Cutover Date:    Anticipated Downtime (hours):

Training, Communication and Stakeholder Notification

Risk Assessment, Liability, and Indemnification

Liability: Each party remains responsible for acts or omissions of its employees and contractors in performing the migration. The Receiving Organization warrants that it shall handle migrated PHI in compliance with applicable law. The Originating Organization warrants that disclosures are authorized and that data provided are accurate to the best of its knowledge.

Indemnification: Each party shall indemnify, defend and hold harmless the other from claims, damages, fines or penalties arising from breach of confidentiality, negligent acts, or regulatory noncompliance directly resulting from that party’s failure to perform its obligations under this Plan.

Data Retention and Secure Disposal

Retention Period for Migrated Data (months):

Certification of Disposal by Originating Organization: (to be completed upon final disposal)

Milestones and Change Log

Signatures and Authorization

The undersigned represent and warrant that they are authorized to execute this Healthcare Migration Plan on behalf of their respective organizations and that execution of this Plan constitutes a binding obligation of the signatory organization.

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