Your OnBase to Epic Gallery Conversion, Done Right.
For CIOs and IT Leaders

Your OnBase to Epic Gallery Conversion, Done Right.

One team. One timeline. One bill.

Health systems deserve an OnBase to Epic Gallery conversion that does not blow the budget, stall the timeline, or leave documents stranded. 314e has delivered 50+ data conversion projects with Epic Bridges Certified expertise, and our proven methodology translates directly to OnBase-to-Gallery conversions, with a fixed-bid engagement and a single team accountable from the first document extracted to the OnBase system decommissioned.

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KLAS recognised
NCQA certified platform
CHIME Foundation member

Two Things That Derail Most OnBase to Epic Gallery Conversions

These are not edge cases. They are patterns that show up across most OnBase to Epic Gallery conversions. The organisations that get through cleanly are the ones who planned for both before signing a vendor.

A delayed conversion means two bills running at the same time.
01

A delayed conversion means two bills running at the same time.

OnBase maintenance does not stop just because you decided to retire it. Licences, support contracts, and infrastructure costs keep running until the system is formally decommissioned. On the other side, Epic Gallery is live and costs accumulate from day one.

314e IS BUILT TO HIT YOUR RETIREMENT DATE
Fixed-bid, one team, no fragmented handoffs. The OnBase bill stops when it should.
What starts as a fixed project becomes an open-ended bill
02

What starts as a fixed project becomes an open-ended bill

When extraction scope is not confirmed upfront, exceptions surface mid-project and require additional data pulls, additional fees, and extended timelines. A fixed quote becomes an open-ended engagement and costs compound.

THE CONVERSION READINESS ASSESSMENT ELIMINATES SCOPE SURPRISES
Before 314e signs a full conversion SOW, we map your environment: document types, volumes, edge cases, exceptions. The full conversion is then scoped accurately. Deliverables-based. No open-ended billing. No reprocessing surprises.

Gallery Alone Won’t Get You off OnBase

Problem

What Gallery won’t take becomes a project of its own.

Gallery is built for patient documents. It has no place for invoices, HR records, payslips, vendor correspondence, or contracts. These documents don’t disappear when OnBase does, they just become someone else’s unplanned migration.

Solution

Dexit is built to hold what Gallery won’t. A single document management system for every non-patient record, at a better price point than keeping OnBase running just to hold them.

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Problem

Retire OnBase Completely, Not Just Partially

Not every document needs to move to Gallery. But it still needs a home, or OnBase stays switched on just to hold the leftovers.

Solution

Nothing gets left behind to justify keeping OnBase around. 314e archives every non-patient document, and any historic patient-related documents you choose not to push to Gallery, so your decommission date is real instead of aspirational.

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While You’re Modernizing, Finish the Job

Migrating your documents is only half the job. Automating how new ones get indexed, and getting rid of the fax room, is the other half most teams put off.

Intelligent Document Processing

Automate your indexing into Gallery.

Dexit ingests documents from anywhere, fax, email, upload, cloud. It classifies them, pulls the structured data, and runs your workflows. Then it pushes the final data straight into Epic through HL7 integration, no one keying it in by hand. That’s what cuts manual indexing by 90% or more.

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HIPAA-Compliant Cloud Fax

Retire your fax servers next.

Dexit Fax brings inbound and outbound digital faxing straight into Epic. No fax machines. No fax room. No fax servers to babysit.

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WHY 314e

You Need a Team That Has Done This Before

Health systems choose 314e because the team has been inside both systems, not just reading about them. That familiarity is what keeps a conversion on track when complexity surfaces mid-project.

01

Built on real conversion experience

314e has executed EHR-to-EHR conversions into Epic from Cerner, MEDITECH, Allscripts, eCW, and 50+ other source systems. After mapping your OnBase environment, the 314e managed services team builds a custom conversion process for your specific configuration. Not a generic approach. Every document is accounted for from extraction through delivery.

02

We have worked inside OnBase and Epic before we work on yours

314e has worked on Epic implementation projects and separately managed OnBase version upgrades and full operational management for clients. That combination of knowing how Epic is built and how OnBase behaves over time means we come into your conversion with context that most vendors only develop mid-project.

03

We stay accountable through go-live and beyond

314e’s engagement does not end when extraction is complete. We stay involved through ingestion, validation, and go-live, making sure documents are where they need to be and the system is working as expected. One team, accountable from start to finish.

1 PB+
Data Archived
50+
Legacy Systems Retired
Best in KLAS
250+
Providers Served

314e Has Delivered Conversion Projects for Organisations Like Yours

These health systems have worked with 314e on data conversion projects. Real engagements, real organisations, across the US.

INTEGRATED HEALTH SYSTEM · ILLINOIS AND MICHIGAN

A 16-hospital integrated health system with over 2,100 licensed beds across Illinois and Michigan, headquartered in Peoria.

ACADEMIC HEALTH SYSTEM · MASSACHUSETTS

A multi-hospital academic health system in Massachusetts, with a 415-bed flagship academic medical centre in downtown Boston affiliated with Tufts University School of Medicine.

PAEDIATRIC HEALTH SYSTEM · CALIFORNIA

A 361-bed nationally ranked paediatric and obstetric hospital in Palo Alto, California, affiliated with Stanford University School of Medicine.

COMMUNITY HEALTH SYSTEM · NEW JERSEY

A community teaching hospital serving five counties across northern New Jersey, with over 100 locations and a network of primary care and specialty practices.

ACUTE CARE HOSPITAL · CALIFORNIA

A 415-bed acute care hospital in Fremont, California, serving the Tri-City area of Alameda County since 1958.

ACADEMIC HEALTH SYSTEM · PENNSYLVANIA / NEW JERSEY

A major academic health system across eastern Pennsylvania and southern New Jersey, with a flagship hospital of over 900 beds affiliated with Thomas Jefferson University.

PUBLIC HEALTH SYSTEM · CALIFORNIA

The city and county public health system for San Francisco, operating a 284-bed Level I trauma centre serving one of the most diverse urban populations in the US.

COUNTY HEALTH SYSTEM · CALIFORNIA

A county-operated health system in Silicon Valley, California, anchored by a 574-bed academic medical centre serving Santa Clara County’s 1.9 million residents.

PUBLIC HEALTH SYSTEM · SOUTH FLORIDA

One of the 10 largest public health systems in the US, based in South Florida.

Ready to Retire OnBase on Your Timeline?

Schedule a call with our team. We will walk through your OnBase environment and tell you exactly what the conversion involves.

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Frequently Asked Questions on OnBase to Epic Gallery Conversion

OnBase to Epic Gallery conversion is the process of extracting historical documents from OnBase, transforming them into Gallery-compatible structures, validating their accuracy, and loading them into Epic Gallery. It’s not a simple export. It’s a structured, three-stage process: extraction, transformation, and validation, and each stage has to hold up under enterprise scale before the broader Epic migration can move forward.

OnBase to Epic Gallery migration takes a long time because document extraction has to finish before conversion or loading can even start. Most OnBase environments accumulated years of redundant document types, inconsistent department-level indexing, and custom metadata fields with no clean mapping to Gallery’s structure. Untangling that, at millions of documents, is the real bottleneck, not the decision to migrate.

Delays in OnBase document extraction usually come from limited provider capacity. Legacy extraction vendors serve hundreds of clients at once, which puts organizations in a months-long queue before extraction even begins. While that queue plays out, the Epic build keeps moving, the go live date keeps slipping, and the organization keeps paying OnBase maintenance fees the entire time.

Metadata translation is difficult because most OnBase environments evolved organically over years, resulting in redundant document types, department-specific indexing practices, custom metadata fields, and outdated naming conventions. Mapping all of that cleanly into Gallery’s structure requires precise transformation rules up front. If those rules are wrong or change midstream, entire batches of documents need reprocessing, and at scale that reprocessing shows up as a full milestone delay, not a minor fix.

The most common data quality issues during OnBase extraction are missing index values, duplicate identifiers, orphaned records, and misaligned retention tags. None of these are unusual on their own. The problem is what happens without a structured exception-handling process: conversion slows down while each issue gets escalated one at a time, and document-dependent Epic milestones quietly drift while the rest of the project keeps moving.

Validation in an Epic Gallery document migration means confirming that historical records are complete, metadata behaves correctly, retention continuity is preserved, and access controls still match policy, not just that documents loaded successfully. Clinical, HIM, compliance, and security stakeholders all need proof of this through structured sampling and reconciliation reporting. Without that framework, review cycles stretch out and pull the whole timeline with them.

IT leaders can protect their Epic migration timeline by securing verified extraction capacity early and treating OnBase to Gallery conversion as its own specialized workstream, not a line item buried inside the broader Epic project plan. That means a dedicated extraction pipeline, a defined transformation methodology, a scalable validation framework, and direct coordination with the Epic build schedule.

The biggest risk isn’t strategic, it’s operational: document conversion capacity. Organizations that secure specialized extraction and conversion expertise early tend to hit their intended go live date. Organizations that treat conversion as an afterthought inside a larger Epic project plan tend to end up waiting in a vendor’s queue while their OnBase maintenance costs keep running.