Jane App Migration Checklist
This article will walk you through your pre-, day-of, and post-migration checklists. Please read this article in its entirety PRIOR to your migration date.
Pre-Migration Checklist
When migrating from Jane, ChiroHD facilitates the import of the following:
Patient Demographic Information (name, address, phone)
Calendar Appointments (past, present, and future)
The above list constitutes everything that we DO migrate. However, the following items are examples of some of the items we regularly receive questions about that DO NOT migrate.
ChiroHD does not facilitate the migration of the following from Jane:
SOAP / Doctor notes
Patient IDs
Insurance companies
Insurance profile information
Transactions
Diagnosis Codes
Patient cash balances (we do not import insurance balance due)
Patient files (date not preserved - date will show as migrated date)
Additional Pre-Migration Steps
Ensure that all users have access to the system, can log in, and can view everything as expected.
Check all user permissions on the Users screen (System settings Users, or Location Settings Users) to ensure everyone has all the access and permissions they need.
Ensure all providers have been created, and all NPI/EIN information has been entered for all providers (Location Settings Providers) and for the location/group NPI (Location Settings Office Office Info Type 2 NPI)
Ensure that all calendars are set up with your desired hours and configuration.
Please let us know if there will be any changes in how appointments will be represented when switch systems
Ensure your Twilio number is configured. (Settings Initial Setup Integrations Twilio)
Once your phone number has been created and A2P Migration has been requested, you MUST set up your Reminder Templates under Location Settings Office Office Configuration Scheduled Appointment Reminders or your text reminders will not be delivered
If you are using any sort of texting service, be sure to disable/remove those in your current system on the day of your migration so patients don’t receive double texts.
System and Location Setup Playlists are the first step in your setup. Be sure all your team members have watched these to become familiar with the inner workings of the system setup and configuration.
System Setup Playlist: https://vimeo.com/showcase/9259484
Location Setup Playlist: https://vimeo.com/showcase/9259494
If you bill insurance, third-party payers must be set up at the system level or location level prior to your migration date to expedite the addition of policy information to the patient case post-migration.
System Dashboard Insurance Third-Party Payers
Appointment Mappings
Prepare a list of appointment mappings from Jane into ChiroHD. In Jane, the “Purpose of Visit” field can have multiple items checked, whereas in ChiroHD, each appointment has at most two options: a primary appointment type, and an appointment subtype.
For the smoothest migration possible, you will need to provide us with the mappings you would like to see.
This will be a spreadsheet that should contain EVERY appointment type in your system along with what the corresponding appointment type should be in ChiroHD. This means every single appointment type (as well as appointments with multiple distinctions, ie. adjustment + re-exam + x-rays) in your system must be listed, along with what the coinciding appointment type in ChiroHD should reflect.
Even if your appointments are exactly the same in each system, we still need an appointment mapping file.
Appointment Mapping Example:
Enroll in ChiroHD Academy and Complete Course
The above playlist is your go-to training resource once you have completed your system and location setup. You MUST watch these playlists before moving onto a scheduled Team Training session, as much of the foundational concepts will be covered in those videos.
System Setup Playlist: https://vimeo.com/showcase/9259484
Location Setup Playlist: https://vimeo.com/showcase/9259494
Day Of Migration Checklist
Complete the following on the day of your migration by the time the event begins:
Please complete the following and send a confirmation email to [email protected] 24 hours in advance of your migration. If we do not receive this email 24 hours in advance of your migration, it will have to be rescheduled:
Please send the appointment mappings document described above to [email protected] step is CRUCIAL if you want your appointments to reflect correctly. If you send appointment types in Jane that don’t have a coinciding appointment type in ChiroHD, your appointments will migrate over incorrectly and we will not be able to fix them after the fact.
Complete the following on the day of your migration by the time the event begins.Send your appointment mappings, computer login information and your Jane login information and Jane URL to [email protected]
Join the zoom link in your migration event by the start time. If you are not present 10 minutes after the start time, we will have to reschedule.
* Our desire is for your team to have a seamless migration. With that being said, we will not be able to perform your scheduled migration if all the steps above are not carried out.
Post-Migration Checklist
Migration Verification
After your migration, please take some time to go through the migrated data and verify its completeness and accuracy.
Migrations are very fragile, as we depend heavily on Jane to maintain a level of similarity in their systems. We have occasionally seen Jane migrations or differences in versions, which can affect the migration outcome.
If there is any data missing, or inaccurate data from your migration, please reach out to us ASAP so we can attempt to run a subsequent migration to fix the data. DO NOT try and fix these issues on your own as it will interfere with our ability to programmatically fix the data.
Fortis
If you used fortis in your previous system, Fortis needs to update the contact in their system with the new patient IDs in ChiroHD in order to map your contacts. As soon as your migration has been completed, (you don't need to wait for files to upload. As long as your patient demographics are migrated, you can complete this step) please navigate to your location Reporting Patient List CSV. Send this to your fortis case manager and let them know these are the updated patient IDs for your contact mapping. It can take Fortis a few days to complete this process, so please complete this as soon as possible post-migration.
Ensure your staff has a plan for filling in all insurance info as patients come into the clinic.
The smoothest transitions we see generally involve an approach that happens as patients come in versus trying to get everything updated over a weekend or as soon as possible after a migration.
We generally recommend closing out Personal Injury cases that were started in Jane, in Jane. Similarly, we recommend that EOBs be posted in the system of origin, so if you created a claim in Jane, we recommend completing that posted EOB in Jane.
Since ChiroHD does not facilitate the transfer of diagnosis codes or insurance policy information, this must be manually updated for each patient in ChiroHD.
If your patient is an insurance patient, you will need to create an insurance case first (Open Patient Profile, Click Cases, Add New Case)
DX codes can be added on the first tab
Insurance Policy Information can be added under the Insurance/Coverage tab
Please note that third-party payers must be added first, as discussed in your system and location setup
Since Previous charges do not come over from any system, your patient alerts will need to be manually adjusted. This means that if your patient is on visit 10 of their care, and they have an alert that needs to go off on visit 15, you would create an alert for the FIFTH visit. This will need to be manually adjusted for every patient. New patients will be set up normally.
Patient Profile Patient Alerts
(This is much easier if you create alert templates)
Calculate and Update Care Plan Status
Patient Profile Care Plan
The same concept as above applies to updating each patient's care plan status. Since ChiroHD tracks care plans off of SERVICES, their care plan status will need to be manually updated based on the number of completed visits in your existing system.
Ensure your staff has a plan in place for tracking patient care plans. Since individual transactions do not migrate from VitaLogics, there will be no care plan status for each patient in ChiroHD. If you regularly use the trackers in VitaLogics, those will not have a corresponding value after your migration and will need to be manually updated in ChiroHD.
Some examples of tasks you can utilize to help with this:
Add notes to the patient note box indicating their last known values from Jane.
Set reminders on patient profiles in ChiroHD that correspond with tracked values from Jane.
Calculate a patient’s care plan status and create a new care plan according to those values in ChiroHD.
Patient Profile Patient Tags
Tie Family Members together
Family Members can be tied together for scheduling purposes, group text reminder delivery, as well as family check-in at the check-in device.
Patient Profile Patient Family members