Data Conversion is the eighth step in the Solutions Solves™ Practice Management Methodology. Its sole focus is to define and apply the rules (logic) that guide the conversion and transfer of data from the existing practice management software to the new software. Data Conversion is a subset of Implementation (step 7), but being that it is so critical to a successful transition from your existing software to the new, it is necessary to emphasize this aspect of the implementation process as a separate step.

The complexity of the conversion process increases as the number of different data files to convert increases. The data conversion process itself is time consuming, requires multiple iterations and can be overwhelming. Identifying what data to convert, deciding how it will be converted (manual or electronic), and establishing the rules (logic) that guide the data conversion are important decisions. That is why Solutions has developed the Solutions Solves™ Data Conversion Template (plan) that guides the organization and vendor through the data conversion specifications and decision points.

Three of the more prominent guarantor/patient data files to convert during Conversion are:

1. Demographics
2. Insurance
3. Financial Transactions with Associated Balance

With each of these files, it needs to be determined if the data is going to be converted to the new software or not. Once that decision is made, identify the elements that are to be converted to the new software and then map the data fields from the existing software to the new software. There usually is not a one-for-one match.

• manual
• electronic
• electronical, with some manual intervention
• those data files that cannot or should not be converted

For more information on how to obtain a copy of the Solutions Solves™ Data Conversion Template or to talk with a Solutions Consultant about the Conversion process, call 715-842-1684.