Everything you need to know about Transitioning Client Practice Data to a New Medical Billing Software
You landed a new client. Hurray! Now, it's time to plan how to onboard them and build a strong relationship. The client has one key expectation:
Transition to your medical billing service without losing important patient financial data.
This process can be overwhelming. You might wonder which strategy to use to meet the client's expectations without breaking any rules.
This article will guide you through the different types of data transitions and help you choose the best one for your situation.
Types of Data Transition
First, let's look at the different ways to transition data from existing medical billing software to new software. There are three main methods:
Type 1
The data format between your existing billing software and the new one is compatible. In this case, data can be easily and automatically transferred.
Type 2
The data format is not compatible, but the existing vendor can share data in Excel sheets. The new vendor can then import this data electronically.
Type 3
The data format between the two systems is not compatible. And, the existing vendor cannot provide data in any format. This could be due to a contract problem or technical issue. In this case, the new billing service must manually enter the data into the new software using detailed billing reports like Patient Demographics, Patient AR, Insurance AR, and Charges Detail Report.
Choosing the Right Data Transition Option
Different factors will determine which option or combination of options to use. Let's break it down into two main situations:
Situation 1: Client Practice Owns the License to the Current Medical Billing Software
- Step 1: Contact the previous billing vendor and request data transition using Type 1 or Type 2.
- Step 2: If this isn't possible, continue the subscription to the current medical billing software for 3 to 4 more months. During this time, extract reports in the required format and manually enter the necessary data into the new software. This helps you build your database without losing data.
Situation 2: Client Practice Does Not Own the License to the Current Medical Billing Software
- Step 1: If there is a contract between the client practice and the previous vendor covering the data transition process, follow the agreed clauses. Aim for data transition Type 1 or Type 2. Good relations with the previous billing company can help get the required format.
- Step 2: If there's no proper contract, consider these scenarios:
2(a) If the current billing service vendor is willing to work with you and help with data transition Type 1 or Type 2, comply with their requirements, even if it involves payment.
2(b) If the vendor is willing to help but cannot provide electronic data transition, try to retain access to the billing software for 60 to 90 days (even if it involves a cost). This will allow access to detailed records for manual entry into the new system.
2(c) If there is friction between the current vendor and the client and the only option is Type 3, get the necessary billing reports (Patient Demographics, Patient AR, Insurance AR, and Charges Detail Report) and enter the data manually.
Transitioning Client Practice Data to a New Medical Billing Software
Data transition can be stressful, but with a proper understanding of the situation and a dedicated intent to resolve any issues, you can achieve the desired results without losing any patient financial data.
AltuMED PracticeFit offers 360 degrees data transition support, why not set up a call with one of our experts to find out more!
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