Software Conversion Manual
Phase V ‐ Training
Table of Contents
Converting Data to VitaLogics
(The following steps are only for a conversion from previous software)
Step 1 – Using the Conversion Checklist.......................2
Step 2 – Upload Patient Demographics.........................2
Step 3 – Edit Patients’ Files..........................................2
Step 4 – Create Case..................................................4
Step 5 – Transfer Schedule..........................................4
Step 6 – Add Patients’ Insurance Information................5
Step 7 – Upload Patient X-rays....................................7
Step 8 – Bringing Patient’s Credit Forward....................8
Step 9 – Bringing Balance Forward..............................9
VitaLogics Customer Support Line: 309-265-0888
Converting Data to VitaLogics
(The following steps only need to be completed if you are converting from old software to VitaLogics. If you are not converting from a previous software you can skip this section.)
STEP 1 – USING THE CONVERSION CHECKLIST
Use the last page of this manual, or attachment called VitaLogics Software Conversion Checklist, to ensure that all the proper data is converted for every patient. Take a marker and cross out any data fields that you do not want to copy from your old software to VitaLogics. Once that is complete make enough copies of this form to list each of your active patients. Then place each patient’s name on the top of a checklist.
As each piece of data is transferred from the old software to VitaLogics, it is imperative that the appropriate field is initialed under each patient’s name. Once all necessary data is transferred for that patient, an audit can be conducted and the last “audit” box can be initialed indicating the completion of that patient.
STEP 2 – UPLOAD PATIENT DEMOGRAPHICS
In order to upload patient demographics from your old software into VitaLogics, a .csv file is needed. In order to have this file created you may need to contact customer support for your old software to get guidance on exporting patient demographics.
This is the patient demographics that will be uploaded to VitaLogics from your .csv file:
Last Name, First Name, Middle Name, Nick Name, Address, City, State, Zip, Home phone, work phone, SSN, gender, birthdate, single/married, new patient date, employement, email, cellphone.
You must decide if you want to export just your active patients or if you want them to export ALL your patients (active and inactive). All patients imported into VitaLogics will be imported as “Active” patients. It is recommended that you do transfer ALL of the patients so that you have the inactive patients if you want to market to them.
Send your .csv file to firstname.lastname@example.org give us a day to work on it and we will contact you to arrange a time to upload to your VitaLogics system.
STEP 3 - EDIT PATIENT’S FILE
*Before beginning Step 3, you must watch training video 2.1 Add/Edit New Prospect. Click Admin -> Support Center -> Search for “Add/Edit New Prospect”
If you imported ALL of your patients (Active and Inactive) into VitaLogics, you should take the time at this point to go through your list of patients and edit the files of those you wish to make inactive or terminated. Inactive patients are patients that are not currently coming into the clinic but you wish to continue to market to them. Terminated patients are people who are no longer coming in, but you are choosing not to market to them any more, i.e. they moved, left for college, passed away, etc.
You must also add the appropriate assigned provider for each patient. Under “General” in Patient Information you can select the appropriate provider from the Assigned Provider drop down menu for each patient that was uploaded.
If you have patients’ pictures from your last software you can transfer the photos from the old software to VitaLogics. Select the patient whose picture you want to upload. Click “Edit” -> Photo and then double click on the outline of where the photo will be placed. Locate the photo and upload it.
STEP 4 - CREATE CASE
*Before beginning Step 4, you must watch training video 2.2 Add/Edit Case. Click Admin -> Support Center -> Search for “Add/Edit Case”
Before you can enter an appointment in VitaLogics, you must create a “Case” for the patient. Open the patient’s file - > Click on “Case” -> Click “New”. You must enter the Case Description first. You must select Case Type, Case Status, Price List and Billing Provider. If a patient is going to been seen by more than one billing provider then you can leave the Billing Provider Box blank. Box 12 needs to be filled out with the appropriate dates also.
If the case is a Personal Injury or Worker’s Compensation case, it should be noted as such under Case Type. For Worker’s Comp cases Box 10a should be filled out and Box 10b should be filled out for Personal Injury cases. On this screen you also have the option to add the referring provider or referring attorney. If their names are not already added to the system during the set up, you can click the button on the left in that field and add it right there.
STEP 5 - TRANSFER SCHEDULE
*Before beginning Step 5, you must watch training video 2.3 Scheduling Appointments. Click Admin -> Support Center and Search for “Scheduling Appointments”.
Go to the schedule of your old software for the day you want to go live with the new software. Starting with the first person scheduled for that day, print all future appointments for that patient. Then continue to the next patient and print all their future appointments. Continue to print schedules for all patients schedule throughout the rest of the month.
To transfer the schedule into VitaLogics, click on the “Appointments” icon in the left hand column to access the schedule. Next, click on “Appointment Book”, double click on the day and time that you want to schedule the first patient, and select a reason of visit. If that patient is consistently scheduled at the same time you can schedule those appointments out using “Recurrence”. If they are not, just click “Save and Close” for that one appointment.
Repeat step 5 for any patients that are scheduled during that first month.
STEP 6 - ADD PATIENT’S INSURANCE INFORMATION
*Before beginning Step 6, you must watch training video 2.4 Adding Patient’s Insurance Information. Click Admin -> Support Center -> Search for “Adding an Insurance Policy”.
In order to make sure that all the patients that are going to be seen in the first month have their insurance information entered, use the list of scheduled appointments from Step 2. Write the patient’s insurance info on their printed appointments and then transfer that data into the new software. To add insurance information to the patient’s file click on the “Insurance” tab in their file -> Click Add/Edit
Click Create New Policy -> Next -> New Primary -> Next -> This Patient -> Select Payer.
Enter the Insured’s ID number (Box 1A), Relationship to Insured (Box 6) and the Patient’s Responsibility information. Enter the specific limits of their policy. You can leave the Number of Visits Used, Dollar Amount Used and Deductible To Be Met blank when doing the conversion. In order to fill out the specifics accurately you would have to do an insurance verification for every patient. You can enter more accurate information in this section after the policy resets and you redo an insurance verification.
Select the Fee Schedule. “Authorization of Benefits” (Box 13) should be checked if you are billing insurance. Select “Yes” for “Accept Assignment” (Box 27). Enter the Insured’s Policy Group or FECA number (Box 11). Box 11d asks if you have any other policies. If the patient has a secondary insurance select “Yes” and you will be prompted to add the secondary plan. The bottom of the screen is where you will add the Adjuster contact information for any Personal Injury or Worker’s Compensation cases.
STEP 7 – UPLOADING PATIENT X-RAYS
*Before beginning Step 7, you must watch training video 2.5 Add, Edit or Delete an Image in a Patient’s File. Click Admin -> Support Center -> Search for “Image”.
If you have digital images of a patient’s x-rays, or other diagnostic result, they can be uploaded into the patient’s file. In order to upload the image you must click Image -> Add. Browse for the file you would like to upload and click “Open”.
STEP 8 - BRINGING A PATIENT’S CREDIT FORWARD
*Before beginning Step 8, you must watch training video 2.6 Bringing a Patient Credit Forward. Click Admin -> Support Center -> Search for “Bringing a Patient Credit Forward”.
If a patient has a credit in their old account and you wish to bring that credit forward, you can enter it into the VitaLogics system without it showing on an end of day report as new income. To do a Credit forward select the appropriate patient and click Ledger -> Payments -> Credit Forward.
You will then have the option to modify the date of the Credit Forward, enter the patient credit amount, and add a comment such as the date, type and amount of the original payment that was posted in the past software.
STEP 9 – BRINGING A BALANCE FORWARD
*Before beginning Step 9, you must watch training video 2.7 Bringing a Balance Forward. Click Admin -> Support Center -> Search for “Bringing a Balance Forward”.
In VitaLogics you have the option to continue to collect payments and post them to your previous software until their account is closed out or bring a patient and/or insurance balance forward into the new system. If you choose to bring a balance forward into VitaLogics select the appropriate patient and click on ledger -> Balance Forward.
When the Balance Forward screen opens, you will have the option to modify the date of the transfer, enter a patient balance as well as a balance from a primary, secondary or tertiary insurance company. There are also two areas to add a comment, the first box is for your office information only and the second box will be printed on a patient statement and receipt.
CONGRATULATIONS! You are now ready to start seeing patients!
After you have used VitaLogics for the first month, most of your patients should have had their first visit in the new software and it should be smooth sailing. Be sure to initial the Software Conversion Checklist for each piece of data from the patient’s file that you convert. This is the key to a flawless conversion and will minimize any delays in billing.
VitaLogics Data Tranfer Checklist
for VitaLogics Software Conversion Checklist see attachment