Data Conversion Expectations & Verification of Data

To kickstart the data conversion process, you will schedule a dedicated session with one of our Data Conversion Specialists. They will guide you through the entire process, answer any questions you may have, and ensure a smooth transition.

This article outlines the key steps involved in the conversion process, ensuring you are well-prepared and informed every step of the way.

Data Collection

During Data Conversion, we establish a secure connection between your clinic's system and our conversion specialist. It is essential to have the LogMeIn software installed and running on your system. This will be provided to you during the Action Plan call.

Please note: We will need your admin login credentials for your current software. This is necessary to facilitate a smooth and secure data conversion. We understand the importance of safeguarding your information and will handle your credentials with the utmost care, confidentiality, and adherence to strict security protocols.

Alternate Data Extraction Option:

If you prefer an alternative approach, you have the option to extract your data directly and share it with our data collection expert for conversion. We will provide you with clear instructions on the data extraction process, including the required file format and any specific considerations. Simply let us know if you wish to opt for this option, and we will guide you through the process.

Go-Live Date Discussion

We understand the significance of a well-planned go-live date. As part of the onboarding process, we will discuss and confirm the planned go-live date with you. Effective alignment of timelines is crucial to ensure a successful transition to ChiroSpring. If you have any constraints or requirements that may necessitate adjusting the go-live date, please inform us at the earliest opportunity. It's important to note that rescheduling the go-live date may require an additional data conversion, which could result in an additional conversion fee on your invoice.

Updating your current EHR System and ChiroSpring

To maintain data accuracy and continuity, it is essential to manually update your current EHR system and ChiroSpring. Specifically, the input of information such as new patients, scheduled appointments, etc. in both systems. We can provide you with guidelines or resources on how to perform these updates accurately and efficiently.

Data Extraction Limitations and Updates:

Please be aware that data extractions are performed only once during the conversion process. Any subsequent updates or changes to the data should be communicated directly to our conversion specialist. To review the accuracy of your converted data, we recommend following the steps below.

For any post-extraction changes, promptly reach out to your data conversion specialist. This will ensure that we can make timely and accurate updates to your data.

ChiroSpring Data Conversion. How to Verify Accuracy

If you have received an email confirming your data conversion is complete and wish to ensure the accuracy of the information, follow these steps:

To log into ChiroSpring, use the provided login and password assigned to you by ChiroSpring or your clinic administrator

Once logged in, navigate to the "Reports" tab and select "Patient Listing."

Click on the "Search" button to retrieve the patient records.

Compare the patient demographics displayed on this page with the demographics listed on your current platform. Verify that the data matches accurately.

To validate the insurance information, randomly select patient names and review their insurance information. Compare this information with the data on your current platform to ensure accuracy.

To ensure accurate patient insurance information, the following items are needed:

Patient's Full Name: Full legal name of the patient as it appears on their insurance documents.
Insurance Provider: Identify the insurance company that the patient is enrolled with for their coverage.
Insurance Policy Number: Collect the unique identification number associated with the patient's insurance policy. IMPORTANT: No Special Characters or Spaces
Group Number: If applicable, verify the group number associated with the patient's insurance coverage.
Order: If Primary, (1) Secondary (2) Tertiary (3)

To check for accurately scheduled appointments, follow these steps:

Cross-reference the information: Compare the gathered information with the appointment records in your current scheduling system. Ensure that all the details match, including the patient's name, scheduled date and time, appointment type, and assigned provider.