Chapter 5: What We Request From Agencies

Chapter Overview

Complete checklist of what to export from your legacy EMR and how to organize files before sending them to Betasky.

For Axxess agencies, Report Center lists + Patient Chart PDFs — not custom spreadsheets you invent.

5.1 Kickoff checklist

Item	Tier	How to export (Axxess)
Active patient list with demographics	B	Report Center → Patient List
Discharged / full patient roster	B	Report Center → Patient Roster
Patient Profile PDF (one per patient)	B / intake	Patient Chart → Print Profile
Medication Profile PDF (active patients)	A	Quick Links → Medication Profile
Care order CSV (all episodes, all patients)	A + C	Joint session with Betasky → approved spreadsheet before import
Schedule Activity PDFs (optional at kickoff)	C	Upload later in Betasky per care order — Chapter 12 & 14
Employee List (includes Role / permissions column)	3	Report Center → Employee List
Physicians, payers, pharmacies, facilities	2	Report Center or Setup exports
Go-live / cutover date	—	Agree in writing with Betasky

Note: You do not send a separate “role mapping spreadsheet.” Axxess Employee List already contains each user’s Role (permission labels). Betasky maps those to Betasky permissions during import. You spot-check results in Chapter 6.

5.2 Before migration week

Complete these with your Betasky onboarding contact:

Betasky Production agency created (agency name, branches, go-live approved)
Employee List exported from Report Center (active + inactive if your agency uses both files)
Agency admin identified for verification (Chapter 6)
Retention window for old charts agreed (e.g. 3 years)
Cutover freeze understood — avoid major legacy EMR changes during import week

5.3 How to organize your files

your-agency-migration/
  setup/
    EmployeeList.xlsx          ← Report Center Employee List
    PatientList.xlsx           ← active patients
    PatientRoster.xls          ← discharged / full roster
    physicians.xlsx
    payers.xlsx
    ...
  patients/
    Patients Profile/
      {patient-name-or-mrn}.pdf
    Medications/               ← active patients only
      ...
  episodes/
    {MRN}_{cert-start}/
      2024-08-27_oasis-soc.pdf
      2024-10-25_sn-visit.pdf
      ...

Naming tip: {MRN}_{YYYY-MM-DD}_{DocType}.pdf helps Betasky match files to episodes.

Zip the entire your-agency-migration/ folder and send as one file via secure transfer (encrypted link, SFTP, or your Betasky onboarding channel). Betasky starts the 2-week migration clock when the zip passes completeness review (Chapter 16). Incomplete or broken zips pause the timeline until you send fixes.

Never email unencrypted PHI.

5.4 Service level expectations

Level	You provide	Betasky provides
Self-service	All exports per template above	Templates + this guide
Guided	Raw exports from Report Center + PDFs	Mapping help + validation reports
White-glove	Legacy EMR access	Export, transform, import, verification support

5.5 Care order curation (important)

Axxess "Active" on a care order often does not match who is truly in care on your cutover date. Expect a joint working session to confirm:

Current cert start and end for each active patient (one episode per active patient)
Which patients start fresh workflow in Betasky on go-live
Historical episodes that become archive-only (PDF + archive visits)

This is normal for Axxess migrations. Chapter 12 shows how Example Agency handled it.

Next: Chapter 6 — Verification Checklist

Validation

Verification