Chapter 7: Migrating From Axxess — The Real Playbook
Chapter Overview
Axxess is a common legacy EMR for home health. The real clinical history lives in Patient Charts, not a single Report Center export. This chapter sets honest expectations.
7.1 Where your data actually lives in Axxess
| Source | What to pull |
|---|---|
| Report Center | Patient list, employee list, payer/physician lists — supporting data only |
| Patient Chart → Schedule Activity | OASIS, visit notes, POC, physician orders — print PDF from each row (primary clinical history) |
| Patient Chart → Quick Links | Medication Profile, Plan of Care Summary |
| Patient Chart → Print Profile | Demographics and intake |
| Cert period reports | Hints for episode dates — verify in a joint session, not gospel |
There is no single "export everything" button. Chapter 5 lists the full checklist.
7.2 Why Axxess needs curation
Axxess is not rule-based like Betasky. On the same patient you might see:
- Death and Start of Care on the same Schedule Activity list
- Patient header Active while discharge rows exist
- Duplicate discharges on back-to-back days
- Physician orders flagged "out of episode range" — still saved
We do not copy that whole table into Betasky as live data. Instead:
- You and Betasky decide go-live truth per patient (one current episode if active)
- We archive every PDF you print from Schedule Activity
- Betasky registers archive visits from visit and OASIS PDFs when it can read date and type
Your history is preserved. Betasky rules are protected.
7.3 Naming and format quirks
- Patient names may appear as
LAST, FIRSTin CSVs — tell us so we map correctly - "Active" on a care order in Axxess ≠ active on your cutover date
- Medication PDFs span multiple pages — send the full Medication Profile print
- Discontinued meds may have blank start dates — we store them without inventing dates
7.4 What maps cleanly (structured import)
| Axxess export | Betasky result |
|---|---|
| Patient demographics CSV | Patient registry |
| Profile PDF | Intake (contacts, payer, physicians) |
| Med Profile PDF | Medications + signed reviews (active patients) |
| Physician / payer / pharmacy lists | Reference data |
| Employee roster | Staff logins |
7.5 Visits and OASIS — what agencies should expect
| Document | What Betasky does |
|---|---|
| Visit note PDF (SN, HHA, LVN, therapy) | Stored on episode + archive visit registered when date/type extracted |
| OASIS PDF (SOC, Recert, ROC, Discharge, etc.) | Stored on episode + archive assessment visit registered when extractable |
| Structured OASIS XML | Rare from Axxess — when available, read-only archive |
| Go-live in-flight OASIS | Staff may continue on current episode or start fresh in Betasky — decided at kickoff |
| Future "Not Yet Started" rows in Axxess | Reschedule in Betasky — not imported as live visits |
We do not lose visit history. We do not bulk-import Schedule Activity as thousands of editable live visits.
See Chapter 8 for the full preserve vs fresh list.
7.6 What needs a joint working session
- Care order history — which cert period is current for each active patient
- Episode PDF matching — which PDFs belong to which cert period
- Status at cutover — who is truly in care on go-live day (ignore Axxess Active badge alone)
This is normal for Axxess, not a sign something went wrong.