Everything you need to know about Transitioning Client Practice Data to a New Medical Billing Software

You landed a new client. Hurray to that! And while you plan ahead on how to onboard them and build a sustainable relation, there is one particular thing that the client expects before they start planning (business) with you.

Transitioning to your medical billing service from the existing one without losing or compromising important patient financial data

This can get overwhelming and might confuse you about which strategy to opt for making sure that the client gets what they expect, meanwhile no rule/regulation is over stepped.

This article provides a guideline to improve your understanding on what exactly are the different types of data transition and also assists on which one to execute depending on your situation

First let’s have a look at what different ways can data be transitioned from existing Medical Billing Software to the new one.

There are primarily three different ways using which you can accomplish the data transitioning,

Type 1

The data format between your existing billing software vendor and the new one is compatible. In this situation data can be easily and automatedly transferred.

Type 2

The data format is not compatible between your existing billing software vendor and the new one but the existing vendor can share data in excel sheets which can then be electronically imported by the new billing vendor.

Type 3

The data format between the two systems is not compatible and moreover, the existing billing software vendor cannot give data in any format (owning to either a contractual problem or technical limitation). In this case the new billing service typically has to manually enter the data into the new software using the detailed billing reports i.e., Patient Demographics, Patient AR, Insurance AR and Charges Detail Report.

What Data Transition option will you choose?

Normally in the real-life scenarios there are many different factors which will drive as to what option or a combination of options you can execute. Let’s simplify these scenarios in two broad situations:

Situation 1: Client Practice owns the license to the current Medical Billing Software

  1. Get the client in contact with the previous billing vendor and request for the data transition type 1 or type 2.
  2. If the above is not an option, then it is advisable to continue the subscription to the current Medical Billing Software for 3 to 4 more months. Meanwhile you can extract reports in the required format. Enter the required data manually to the new Medical Billing Software. This way you can build up your own data base without any data loss

Situation 2: Client Practice does not own the license to the current Medical Billing Software

  1. If there is a proper contract that exists between the client practice and the previous vendor covering the data transition process, then consider the clauses as previously agreed. It will be best if you can get data transition type 1 or type 2. Good relations with the previous billing company can help get the format required to transfer to the new billing software.
  2. If however, a proper contract with the billing company is not there, following few scenarios can arise:


2(a) Current Medical Billing Service vendor is willing to work with you and help you with data transition type 1 or type 2 mechanism. Even if you have to pay them for the requirement, be willing to comply, as most of the times these companies put a lot of work in building up data.


2(b) If the current billing vendor is willing to work with you but they cannot provide electronic data transition facility then try retaining access to the billing software for 60 to 90 days (even if you have to pay a price). This will help you have the access to the detail records which will help you manually enter the data in the new system, additionally you can also work with your new billing vendor to build at least some sort of data transition.


2(c) If however, there exists some friction between the current vendor and client, and the data transition type is the 3rd one; then get the billing reports from the current billing company i.e., Patient Demographics, Patient AR, Insurance AR and Charges Detail Report and enter data manually

Transitioning Client Practice Data to a New Medical Billing Software

Data transition handling can be stressful but with proper understanding of the situation and dedicated intent to resolve any hiccups, the desired results can be achieved with no loss to 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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