Review Your PCC Data Conversion

Once PCC completes your practice’s data conversion, you must review the new information to ensure that the conversion was successful. Were all patients and accounts transferred to the PCC system? Are patient demographics identical between your old system and PCC? Are some appointments missing or do any duplicates appear? Are vitals correct? Do all chart notes appear?

The sections below describe PCC’s recommended process for reviewing your data conversion. Use this article when PCC asks you to review your data conversion.

If you find discrepancies, contact PCC. If you are working in a New Client Basecamp project, please do not post Private Health Information (PHI) to that project. Instead, please refer to the patient’s PCC number and not their name. Let us know what you see in PCC EHR and what you were expecting to see. The more details you provide, the easier it will be for us to research and resolve the issue. If you find the same issue with all patients, provide a few examples (using PCC numbers).

PCC recommends that you review a random selection of patients, and that you include some patients with complex names and detailed histories.

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. For more information, read Your PCC Data Conversion.

Review Patient Demographics

For this review, log in to the live database in PCC EHR and select fifteen patients. Open their charts, and visit the Demographics section using the anchor button on the left-hand side of the screen. Verify that the information in PCC EHR matches the information in your old system. Report any discrepancies to your PCC contact or your on-site support technician.

Information to review includes:

• Patient Demographics
  • Name
  • Date of birth
  • PCP (if you track this currently)
  • Sex
• Siblings
• Billing and Home Account
  • Name
  • Address
  • Phone Numbers
• Insurance Policies
  • Insurance plan name
  • Copay amount
  • Subscriber ID (which appears as “Certificate”)
  • Group number
  • Subscriber name

Review Billing History

Billing history can be found under the History anchor on the left side of a patient’s history. Pick several patients and review:

• Dates for each visit
• ICD-10 codes
• CPT codes
• Provider
• Location

Review Appointments

Next, review appointments in the same live database. Pick two dates on which you have several scheduled appointments.. Do not pick a date after the appointment data was gathered from your old system, as it may be missing appointments. In PCC EHR, click on the Appointment Book icon and click on each appointment to review the full details.:

• Patient
• Date and time
• Visit Reason
• Provider
• Location (if you have more than one)
• Length of visit

If you find information that does not match between the Appointment Book and your previous system, please track details in a separate document with the associated patient PCC number. Describe what you see in PCC and how it differs from the appointment record in your previous system.

Review Clinical Data

For clinical data, please make sure you log in to the Sample database, not the live database. At the EHR login screen, click on your practice name, which should appear as a blue link. The login window will display three databases. Pick the one which starts with “Sample”. Use the same login and password for this database.

As with the patient demographics review, you should review 15 patients to review clinical data.

Open the patient’s chart and verify the following details in the chart section indicated:

• Medical Summary
  • Allergies
  • Problem List
  • Medical / Family / Social History
• History
  • Visit History
    • Previous visits (note that visits may be labeled as “Historical EHR Visit”)
      • Visit dates (do all visits appear?)
      • Notes, orders, results, and diagnoses for each visit
    • Phone notes (note that phone notes may be labeled “Historical EHR Phone Note” and should include a subject line if available)
      • Phone note dates
      • Text, contact information, or other data from your previous system
  • Immunizations History
    • Dates for each immunization
  • Flowsheet
    • Diagnoses
    • Vitals data
  • Documents
    • Documents are under the correct Category, linked to the correct visit date (if applicable), and that multi-page documents have all pages