Jane Migration Checklist
🎉 Your migration is just around the corner, and we’re here to assist! 🎉 |
Please familiarize yourself with the following and send all needed information to [email protected] 48 hours before your scheduled migration.
If we do not receive your migration document email
24- 48 hours before your migration, it will be rescheduled.
Pre-Migration Action Items
Prepare a list of appointment & calendar matchings from Jane into ChiroHD. Instructions for matching are detailed in the next section.
Locate login information and your Jane URL information
Send the following to [email protected]
ATTN: Migration Team at least 48 hours before your migration date.Appointment and Calendar Matching File(s)
Your Jane Login
Jane URL
Name and direct phone number of the primary point of contact for the migration process
If you have been using Fortis or Cash Practice in your legacy EHR, please clearly state this in the above email to the Migration Team.
If you have created Triggers at the system level of ChiroHD, please pause them prior to your migration. This will avoid potentially sending retroactive messaging. They can be re-enabled post-migration. To pause, please navigate to:
System Level Dashboard
System Settings
Triggers
PAUSE
🚨 If you are migrating data from a legacy EHR and using one of our integrated X-ray platforms, please do not perform your x-ray integration until your migration of data is complete. Doing so before the migration may result in X-rays mapping to incorrect patients. Once your migration is complete, you can complete the integration with updated Patient IDs.
What are Appointment Matchings?
Appointment Matchings:
What “matching” means:
Matching simply means showing us how every "Treatment" you currently have setup in Jane should "match" to a new "Appointment Type" in ChiroHD.To help us accurately set up your data in ChiroHD, we’ll need an appointment matching spreadsheet (CSV or Excel).
🚨 Your spreadsheet should include every "Treatment" currently in Jane (including any with multiple distinctions, ie. adjustment + re-exam + x-rays) along with the corresponding ChiroHD "Appointment Type" it should become.
-In Jane, the Treatment field can include multiple selections.
-In ChiroHD, each appointment includes: one primary appointment type and one optional appointment subtype (When matching, please choose the best primary type and subtype in ChiroHD that most closely match how the appointment is currently used.)
**If you have Treatments in Jane that are no longer in use or you do not plan to use in the future, please create an Appointment Type in ChiroHD labeled “Inactive.” We will match those Treatments to that appointment type if you match them in your spreadsheet to "Inactive". If there is no clear indication of where a Treatment should be matched, it will automatically be matched to “Adjustment” in ChiroHD. All Treatments must be matched to an Appointment Type.
Jane |
| |
Treatment | Appointment Type | Subtype (if applicable) |
Chiropractic Adjustment | Adjustment | - |
Progress Exam | Inactive | - |
New Patient: Pediatric | New Patient | Pediatric |
Scans | Scans | - |
What are Calendar Matchings?
Calendar Matchings:
What “matching” means:
Calendar matching works similarly to appointment type matching, but applies to calendars instead of appointment types. Each Practitioner Schedule in Jane must be matched to a Calendar User in ChiroHD. This determines where that practitioner’s appointments will appear after migration.
If the number or names of Practitioner Schedules in Jane do not match the Calendar Users in ChiroHD, please clearly specify which Jane Practitioner Schedule matches to which ChiroHD Calendar User.
Multiple Jane Practitioner Schedules may be matched to a single ChiroHD Calendar User, if needed. Schedules may also be split into separate ChiroHD calendars. Splitting is only possible if each appointment in Jane has the Practitioner assigned. Additionally, appointments may only be split based on existing Practitioner Schedules in Jane — new providers cannot be created in order to redistribute appointments during migration, however, once the migration is complete you may drag appointments to preferred calendars.
Jane | |
Practitioner Schedule | Calendar User |
Dr. James | Dr. James |
Dr. Michelle | Dr. Kim |
Dr. Lucille | Dr. Kim |
Massage | Dr. Kelly |
Massage | Dr. Brian |
Day of Migration
• A Zoom call will NOT be required for your migration.
• At the time of your migration please refrain from using your live location ChiroHD.
Your team can use the training location and your legacy EHR.
• If Jane has any Multi-Factor Authenticators (MFAs) enabled, you must disable this prior to the migration
• Once your migration is complete keep an eye out for an email detailing your next steps.
• If you have created Triggers at the system level of ChiroHD, please pause them prior to your migration. This will avoid potentially sending retroactive messaging. They can be re-enabled post-migration. To pause, please navigate to:
System Level Dashboard
System Settings
Triggers
PAUSE
Post Migration
After you have received notification that your migration is complete, please go through the migrated data and verify its completeness and accuracy.
If there are any missing or inaccurate data, please reach out ASAP so we can attempt to run a subsequent migration as necessary. DO NOT try to fix these issues on your own as it will interfere with our ability to programmatically fix data.
If your legacy system pulled duplicate patients due to having multiple cases in Jane you will need to manually merge the profiles by navigating to:
Your Live Location-> Utilities -> Merge Patients
How to Merge Patients
If you used Fortis in your previous system, Fortis needs to update the contacts in their system with the new patient IDs in ChiroHD. As soon as your migration has been completed, please navigate to:
Your Live Location -> Reporting -> Patient List -> ALL -> CSV
Send this .CSV file 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. For more information, please see 👉 Fortis Migration
If you used Cash Practice in your previous system, Cash Practice needs to update the contacts in their system with the new patient IDs in ChiroHD. The Migration team will send the patient list to Cash Practice on your behalf. Once mapping is complete, Cash Practice will let your office know. For more information, please see 👉 Cash Practice Migration
If you have created Triggers at the system level of ChiroHD, you can reactivate them post-migration. To do so, you will navigate to:
System Level Dashboard
System Settings
Triggers
PLAY
What Migrates from Jane?
🚨 Please note that we make every effort to migrate as much data as possible from your legacy EHR. The scope of what we can migrate depends on the access provided by your system, which may change at any time. While we will make every attempt to migrate the items listed below, we want to be transparent that migration cannot be guaranteed in all cases.
Patient Demographics (Name, Address, Phone...)
Calendar Appointments (Past, Present and Future)
However, the following items are examples of items that DO NOT migrate.
Patient balances
Patient files
SOAP / Doctor notes
Patient IDs
Insurance companies
Insurance policy information
Transactions
Diagnosis Codes
Now that the basics are imported, what's next?
We strongly recommend having your
SCHEDULE dictate the remaining onboarding process!
Instead of trying to go through every patient you've ever seen and manually add the missing data, start with the next day's schedule. This approach will help prevent overwhelm and keep your team feeling empowered!
For instance, start with the first patient on Monday morning. Create a Patient Onboarding Checklist and go through that first patient step by step to fill in the missing pieces.
A sample Onboarding Checklist could look like this:
✅ Check patient demographics
✅ Add/name patient case
✅ Add Dx codes to case
✅ Add policy info to case (if insurance)
✅ Add default charges to case
✅ If mid-care add remaining visits to a care plan or visit tracker
✅ Upload documents
✅ Add alerts or attach alert templates
✅ Add tags
✅ Attach family members
Once that patient is complete, you would then move to the next patient on Monday's schedule. Essentially, you're onboarding patients that are actively under care in the office first, so by the end of two weeks all of your regular patients are fully onboarded in ChiroHD!
For any inconsistent patients, you can onboard on-demand.
Helpful links and tips for your Patient Onboarding Checklist
Please refer to Your Setup Course and ChiroHD Academy for the latest training links!
We generally recommend closing out Insurance cases that were started in your legacy system. Similarly, we recommend that EOBs be posted in the system of origin, so if you created a claim in your legacy system, we recommend posting the corresponding EOB in your legacy system. In contrast, new services rendered post-migration can be processed 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
Add an existing Visit Tracker
The Visit Tracker feature has the ability to track and count specific services. If a patient is mid-care during your migration, you can utilize the "number to add to start" field based on the number of completed visits in your legacy system.
Patient Profile -> Visit Tracker
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)
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
You may need to transfer patient balances or credits from your previous system to ensure accurate account records. Follow the instructions in the link above to properly set up these balances in ChiroHD.