The launch of Epic is more complicated than flipping a switch, and this includes transferring data. Scheduling, referrals, authorizations, registration updates, and financial activity will continue every day leading up to go-live, and we have a specific process for making sure those important data are not lost in the transition.
This process is called admin conversion. Although it ultimately affects our entire health system, admin conversion initially will rely on the careful attention of all employees who work with scheduling, referrals, registration, authorizations, order entry, surgical case management, and other functions. Below, we explain how and when it will happen and who will be affected.
What is admin conversion?
Admin conversion is the migration of future-facing administrative data from our current systems into Epic prior to go-live. These are the data that allow patient care to be coordinated. UAB St. Vincent’s will be the first UAB Medicine entity to complete this process, and others will follow a similar approach ahead of their go-live in February 2027.
The data included in admin conversion consist of:
- Appointments
- Schedulable orders
- Wait lists
- Recalls
- Surgical cases
- Registration
- Coverages
- Referrals
- Authorizations
- Guarantors
- Financial assistance cases
- Links to treatment and therapy plans
- Prepayment plans
- Hospital accounts
- Preadmissions
Admin conversion is separate from clinical data migration, which involves clinical documentation such as notes, lab results, imaging, medications, and vital signs.
Conversion plan for UAB St. Vincent’s
Admin conversion at UAB St. Vincent’s will occur in three stages this summer, as highlighted below:
July 10, 2026: electronic migration
- Electronic migration of administrative data into Epic begins.
July 11–12: manual conversion weekend
- Designated teams will support manual validation and entry for items that cannot migrate electronically.
- Data are reviewed and confirmed.
- This marks the beginning of soft-live.
July 13–July 24: temporary dual-system “soft-live” period
Between migration and go-live, administrative records will exist in current systems as well as Epic. During this period, teams will need to enter new records, complete certain records, and make changes to existing records in legacy systems and Epic. Dual-system work will continue through July 24.
These records and data will include:
- Referrals
- Requests (orders)
- Appointments (scheduling, cancelling, re-scheduling)
- Authorizations
- Registration changes (coverages, addresses, etc.)
- Surgical cases
July 25: go-live for UAB St. Vincent’s
Why admin conversion matters
If the types of data listed above are not kept up to date during soft-live, then:
- Appointments might be missing on day one of go-live.
- Orders may be marked as unscheduled in Epic but are completed or scheduled in legacy systems.
- Patients might have to spend time waiting around during visits while their registration information is updated.
Staff involved in creating and managing these types of data will need to be diligent in dual-entering and updating data during the soft-live. We’ll make sure that those affected are further notified and prepared. Your hard work will set the stage for improved patient care and administrative efficiency with Epic.