CSV File 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.
IMPORTANT: Since we do not have an official migration process for the EHR from which you are migrating, all information in this document assumes that you will send your data to us in (.CSV) format. Although we will always work to the best of our ability to get as much data transferred as possible, we can only migrate the data your existing system will expose to us via (.CSV).
Pre-Migration Action Items
We will require a .CSV file (not Excel), which contains patient demographic data, and the patient ID. Please note that the file MUST CONTAIN the patient ID in order to migrate any data.
Please carefully check for and remove duplicate patients to avoid having to manually merge patients after migration
Send your .CSV to [email protected], ATTN: Migration Team at least 48 hours before your migration date.
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.
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 still train within the training location.
• Once your migration is complete keep an eye out for an email detailing your next steps.
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 data.
If your legacy system pulled duplicate patients that you missed screening prior to migration 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 -> 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.
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.
What Migrates from a CSV file?
This is completely dependent on the reporting capabilities of your legacy system but ChiroHD usually facilitates the import of the following:
Name
Address
Phone
Email
DOB
However, the following items are examples of items that DO NOT migrate.
SOAP / Doctor Notes
Patient IDs
Insurance Companies / Payer Information
Insurance Policy Information
Transactions
Diagnosis Codes
Patient Cash Balances
Patient Files
Calendar Appointments
Now that my basic demographics are imported, what's next?
Your first step would be to schedule appointments.
We recommend utilizing the bulk scheduler or scheduling all appointments in a day, going one or two days at a time so your text reminders will be delivered without delay.
After appointments have been scheduled we strongly recommend
having your SCHEDULE dictate the remaining onboarding process!
So 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 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 Care Plan
Since ChiroHD tracks care plans off of SERVICES, their care plan status will need to be manually updated based upon the number of completed visits in your legacy system.
Patient Profile -> Care Plan
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)
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.