Description
This quick guide contains the checklists and links for handling the information that was tracked during the period between when the final data was pulled and the go-live date. It offers checklists and links to accommodate both tracking and transferring all of this activity into Curve Hero.
About
In most conversions there are a few days between when the final data is pulled from your legacy software and converted into your live Curve Hero database.
Anything that is added or changed during the conversion period needs to be manually added into your live database after you go live. You will need to keep a careful record of everything so nothing is missed. Use the checklists to track the data, then use the quick guide and video links to add the information into Curve Hero.
Contents
- Section 1 - Patient Information
- Section 2 - Appointment Information
- Section 3 - Clinical Information
- Section 4 - Insurance Information
- Section 5 - Billing Information
Section 1 - Patient Information
Track all the patient information during the conversion period, including new patients that are added, or any profile information that is changed. Transfer this into Curve Hero after going live
| Patient Conversion Data Checklist | |
|---|---|
| Tasks During Conversion Period | Tracking Sheet |
| Track all new patients that are added. | Profile Tracking Sheet |
| Track all edits made to patient information. | See above |
| Tasks After Going Live | Video |
| Add the new patients into Curve Hero. | |
| Add any patient information edits. | Completing the Patient Profile |
Section 2 - Appointment Information
- Track all the appointment information during the conversion period, and transfer it into Curve after going live.
| Appointment Conversion Data Checklists | |
|---|---|
| Tasks During Conversion Period | Tracking Sheet |
| Track all new appointments. | New Appointments Tracking Sheet |
| Track all appointment changes (production, provider etc.). | (Use the New Appointment Tracking Sheet for most appointment edits. Use the Canceled, Missed, and Rescheduled Tracking Sheet for changes to any of these types of appointments.) |
| Track all canceled, missed and rescheduled appointments. | Canceled, Missed, and Rescheduled Appointments Tracking Sheet |
Section 3 - Clinical Information
- It is critical to keep treatment plans and clinical notes current and accurate during the conversion days. These need to be carefully tracked and then added into Curve Hero. This includes all planned procedures, conditions, tooth statuses, medical alerts, and historical treatment that is added.
| Clinical Conversion Data Checklists | |
|---|---|
| *Tasks During Conversion Period | Tracking Sheet |
| Track all planned procedures and details. | Clinical Data Tracking Sheet |
| Track all completed procedures and details. | See above |
| Track all historical charting added (new patients or specialist referrals). | See above |
| Track all medical alerts. | See above |
| Track all conditions and tooth status changes. | See above |
| Track all clinical notes. | See above |
| *Tasks After Going Live | Quick Guides | Videos |
| Add all planned procedures. | Handling Treatment Plans and Historical Charting from the Conversion Days - Section 1 | Handling Patient Treatment from the Conversion |
| Add conditions and tooth statuses | Handling Treatment Plans and Historical Charting from the Conversion Days - Section 2 | See above |
| Add all historical procedures (new patients or specialist referrals). | Handling Treatment Plans and Historical Charting from the Conversion Days - Section 3 | See above |
| Add all medical alerts. | Handling Treatment Plans and Historical Charting from the Conversion Days - Section 4 | See above |
| Add all clinical notes. | Adding Clinical Notes from the Conversion Days | Clinical Notes |
*Perform these tasks for every patient's appointment during the conversion period.
Section 4 - Insurance Information
- Any insurance information that is changed during the conversion days must be added into Curve Hero. This includes added policies, plans and/or carriers, as well as any changes in coverage and termed policies.
| Insurance Conversion Data Checklists | |
|---|---|
| Tasks During Conversion Period | Tracking Sheet |
| Track all added policies/plans. | Insurance Updates Tracking Sheet |
| Track all changes to coverage. | See above |
| Track any edits to policy information or coverage details. | See above |
| Tasks After Going Live | Quick Guides | Videos |
| Add all new polices | Updating Insurance after Conversion | |
| Add all new plans. | Updating Insurance after Conversion | Updating Insurance after Conversion |
| Add any changes to coverage details. | Updating Insurance after Conversion - Section 4 | Understanding Coverage and Deductibles |
| Add any changes to maximums and deductibles | Updating Insurance after Conversion - Section 3 | Setting Up Plan Maximums and Deductibles |
| Add any edits to plan details | Updating Insurance after Conversion - Section 5 |
Editing Plan Details For Frequencies, Waiting Periods, and Deductible Exemptions Editing Insurance Plan Details for Age Limits and Downgrades |
| Add any changes to patient and/or family coverage (primary, secondary etc.). | Managing Insurance Coverage | |
| Re-estimate any treatment plans, appointments and/or invoices where coverage has changed | Updating Insurance after Conversion - Section 6 | Re-Estimating Insurance |
Section 5 - Billing Information
- There are a couple of different ways to handle the billing information from the conversion. There will be payments that apply to production that is done prior to the conversion days, and payments that are applied to the conversion day production.
- These will be handled according to whether or not you decided to convert your balances into Curve.
- If you do convert your balances, all the payments will be posted into Curve, including the production from the conversion period (Option A).
- If you do not convert your balances, all your payments on production prior to the go-live date will be posted in your legacy software. This means the procedures from the conversion days have to be manually added into Curve, but they will not be invoiced, or billed out (Option B).
- Each of these has a different checklist with tasks that must be completed to keep your accounts accurate and make sure none of the production or transactions are missed.
- For both options, complete the Tasks During Conversion Period portion of the checklist, then complete the Tasks After Going Live that applies to your conversion.
| Billing Conversion Data Checklists | |
|---|---|
| Tasks During Conversion Period | Tracking Sheet |
| Track all the payments for production during the conversion days. | Billing Updates Tracking Sheet |
| Track any payments that result in an account credit. | See above |
| For offices converting their balances: Track all the payments on the conversion days to be added into Curve. | See above |
| For offices not converting their balances: Post the payments made on production done prior to the conversion period as usual in your legacy software. | See above |
Option A - Offices that converted their balances
| Tasks After Going Live | Quick Guide | Video |
|---|---|---|
| Add the production to the conversion appointments (those that are added to the schedule on one of the conversion days). | Handling Appointments that were Scheduled During the Conversion Days | Entering Completed Procedures When Balances are Converted |
| Check the appointments out, and backdate the invoices. | Adding Production, Payments, and Credits from the Conversion for Offices that Converted their Balances - Section 1 | See above |
| Post the payment (as applicable). Backdate it to the actual payment date. Add and backdate adjustments. | Adding Production, Payments, and Credits from the Conversion for Offices that Converted their Balances - Section 2 | See above |
| Add any pre-payments or credits as deposits. | Adding Production, Payments, and Credits from the Conversion for Offices that Converted their Balances - Section 3 | See above |
Option B - Offices that did not convert their balances
| Tasks After Going Live | Quick Guide | Video |
|---|---|---|
| Add the production into the Charting History. | Adding Conversion Production into Curve Hero for Offices that Did Not Convert Their Balances - Section 1 | Entering Completed Procedures When Balances are Not Converted |
| Add clinical notes to the visits. | Adding Clinical Notes from the Conversion Days | Clinical Notes |
| Update recare types and due dates. | Adding Conversion Production into Curve Hero for Offices that Did Not Convert Their Balances - Section 2 | Scheduling and Tracking Recare |
| Add any pre-payments or credits as deposits. | Adding Conversion Credits into Curve Hero | Adding a Deposit |
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