After PCC completes your data conversion from your previous practice management system, you must review the new data in your Partner system to ensure that the conversion was successful. Were all patients and accounts transferred to the Partner system? Are patient medical records identical between the old system and Partner?
The sections below describe PCC’s recommended process for reviewing a data conversion. Use this document when PCC asks you to review your data conversion.
Results May Vary: PCC designs a unique data conversion for every customer. We may not have been able to convert every item listed below, and we may have converted extra information specifically for your practice. While following the guide below, keep these potential discrepancies in mind.
Need Help?: For help running Partner programs and completing the tasks below, contact PCC Support at 1-800-722-1082 or read our online manuals at http://learn.pcc.com.
Review Patients (notjane)
Select fifteen patients and verify that the information in Partner matches the information in your old billing system. Report any discrepancies to your PCC contact or on-site support technician.
You can use the chart below as a worksheet. Enter the patient names (or old system ID number) along the top, and then check off each item on the list as you confirm that it transferred correctly.
PCC recommends that you review a random selection of patients, and include some patients with complex names and detailed histories.
|Patient’s Name or Identifier–>|
|Name and Initials?|
|Birthday and Age?|
|Primary Care Provider?|
|Relation to Bill Payer?|
|Guarantor and Custodian?|
|Old System ID#?|
Status Flags: PCC uses custom status flags for various purposes, allowing you to flag patients who are on Medicaid, who need extra time, or who have other special needs. If your old system does something similar, we may have tried to convert Status Flag information and you should see the appropriate flag in the Status box on the patient’s screen.
Notes Screen Information: If your system contained valuable data that did not fit into the Partner database, that information may have been copied to the notes page in the Patient Editor (
Visit Histories (Dates, CPTs, Procedures, and Providers): From the Patient Editor (
notjane), press F5 – Patient History and then press F2 – Visit History. Review dates, CPTs, ICD-9s, and clinicians of service.
Review Family Accounts (fame)
Select fifteen family accounts and verify that the information in Partner matches the information in your old billing system. Report any discrepancies to your PCC contact or on-site support technician.
You can use the chart below as a worksheet. Enter the account names (or old system ID number) along the top, and then check off each item on the list as you confirm that it transferred correctly.
PCC recommends that you review a random selection of families, and include some with many children and detailed histories.
|Account Name or Identifier–>|
|Name and Initials?|
|Address, Phone Numbers?|
|Account Balance = $0?|
|Custom Field Information?|
|Other Account Notes?|
Account Balance: PCC does not transfer account balances for most data conversions. It is always preferable to work down balances from the old system with the old system. When you later wish to shut down the old system completely, Partner has tools for identifying and transferring the few remaining balances individually.
Account History: From the Family Editor (
fame), press F8 – Account History and then press F1 – Process History. Check the Dates of Service, the procedures and CPT codes, the diagnoses and ICD-9 codes, and the provider.
Custom Field Information: The
fame program contains a series of customizable fields. Your data conversion may include moving information from your old system to one or more of these fields. Examples may include the old account number or the account holder’s Social Security number.
Copay Notes: Copay Notes appear when a patient is being checked out, as the charges are posted in the Charge Posting (
checkout) program. As part of your data conversion, copay amounts or similar information may have been appended to the Copay Notes screen in fame.
Other Account Notes: If your system contained valuable data that did not fit into the Partner database, that information may have been copied to the notes page in fame.
Review Tables (ted)
Your office’s list of procedures, diagnoses, insurance companies, and visit reasons are all contained in tables in the Table Editor (ted). After your data conversion, you should check to ensure that the correct information was transferred.
ted, select the Procedure Table, and review 15-20 procedures. Compare them to the procedures on your previous system
- Is the CPT code correct?
- Is the procedure name correct?
- Is the price correct?
Depending on whether you are being converted before or after the 2014 ICD-10 transition, your data conversion may have included a translation of your practice’s previous custom diagnosis description list.
ted and select the “Diagnoses” table. Review 15-20 diagnosis codes and compare them with the information found in your previous computer system.
ted and select the “Insurance Companies” table. Review 15-20 insurance companies and compare them with the information found in your previous computer system.
Plans By Copay: The Insurance Companies table shows each plan for a variety of copay amounts. Each single plan listed on your old system will likely be expanded to several plans, one per-copay amount.
ted and select the “Reasons for a Visit” table. Review the list of visit types for which you schedule.
Partner Changes: During your installation and online visit, a PCC support technician works with you to plan how you will implement Partner’s scheduling system. This may involve changing the list of “Reasons for a Visit” and creating new kinds of appointments to make your office more flexible.
Many scheduling systems do not store information in a way that can be converted to Partner’s scheduling system. If PCC did convert your appointment database into PCC’s scheduling system, use this section to review whether or not the conversion was successful.
Select 15 different days, for several different providers, and verify that all appointments were converted correctly.
Run the Appointment Book Displayer (
scan) for each provider and date. Use the table below to evaluate how well each day was converted.
|Correct Patients Appear?|
|Correct Clinicians for Each?|
|Appts at Correct Times?|
|Appts Have Correct Lengths?|
|Visit Reasons Are Correct?|
|Appt Notes Are Correct?|
Appointment Notes: Appointment notes, added at the time of scheduling, may also include data converted from your old system. You can review that information in