Instructions and Checklists for Handling Converted Data

Description

This quick guide contains the checklists and links for handling converted data. Each of the sections includes links to resources that will demonstrate how to handle the data in the corresponding module(s). 

About

Every conversion is different, so the information on this page, and the associated links may or may not applicable to the data in your database. Utilize the information that is helpful according to your specific conversion. 

Contents

• Section 1 - Converted Patient Information 
• Section 2 - Converted Treatment Appointments
• Section 3 - Converted Treatment Plans
• Section 4 - Converted Recare
• Section 5 - Insurance Updates After Conversion
• Section 6 - Balances that Are Not Converted
• Section 7 - Converted Balances
• Section 8 - Converted Notes

Section 1 - Converted Patient Information

1. Many offices do not have do a great deal with their converted patient data, but it is recommended to check these areas to verify everything is correct.
2. Some conversions will duplicate patients or non-patients according to how the parent or guardian corresponds with the guarantor or responsible party in Curve. 
   • Duplicate patients will need to be consolidated.

Converted Patient Information
Areas to Check	Community Guides
Check the Head of Household and Responsible Party settings.	Converted Data Guide: Handling Converted Patient Profile Information
Check Profile notifications.	See above
Check family members in the Sidekick.	See above
Check medical alerts.	See above
Check for and consolidate duplicate patients.	Consolidating Duplicate Patients

Section 2 - Converted Treatment Appointments

1. There are two types of appointments that need to be checked and updated after going live, treatment appointments, and recare appointments. 
   • This section is specific to appointments that are for procedures that have procedures from the patient's treatment plan.

Converted Treatment Appointments
Areas to Check	Quick Guide	Videos
Check for procedures in appointments.	Converted Data Guide: Handling Converted Treatment Appointments	Handling Converted Treatment Appointments
Option 1: Verify visits in Charting	See above	See above
Add procedures to scheduled appointment	See above	See above
Option 2: Delete original appointment and pull corresponding visit from the Charting section of the Sidekick.	See above	See above
Update appointment description line	See above	See above
Update appointment note	See above	See above

Section 3 - Converted Treatment Plans

1. It is critical to keep treatment plans current and accurate. There are a few important things to understand about how to handle converted treatment plans. 
   • Make sure to follow these applicable steps in each patient's Charting module.

Converted Treatment Plans
Areas to Check	Video
Identify scheduled visits	Managing Converted Treatment Plans
Identify unscheduled visits	See above
Prioritize visits	See above
Consolidate treatment plans	See above
Delete empty visits	See above
Delete empty treatment plans	See above
Delete unscheduled recare visits	See above

Section 4 - Converted Recare

1. It is important to set up the patient's recare type and recare appointments as soon as the Curve database is live. This assures recare tracking, reports and GRO notifications are correct from day one.
   • Do not try to do all the recare appointments on your schedule all at once. Start with the current day, then move on to the next and the next. 
   • Once the recare tags are set up correctly, rescheduling and tracking recare is easy and seamless. 
   • For offices that have Curve GRO, check when the first time point is in the Recare Campaign. When the recare appointments are updated for that far in advance, you can activate your Recare Campaign. (e.g. if your first time point is two weeks before the due date, update the recare appointments for the next two weeks, then activate your Recare Campaign.) 

Converted Recare
Areas to Check	Quick Guide	Video
Check and update recare appointment tag	Converted Data Guide: Updating Recare After Conversion - Section 1	Handling Converted Recare
Delete duplicate procedures	Section 1	See above
Adding the Sidekick Recare Tag	Section 2	See above
Correcting the Sidekick Recare Tag	Section 3	See above

Section 5 - Insurance Updates After Conversion

1. Every patient will need to have their insurance activity updated for benefits used outside of Curve Hero, specifically for used maximums, deductibles, and frequencies. 
   • No used benefits will be converted into Curve. 
   • This is necessary if you want your estimates will be accurate. 
2. All the plans in your database will be converted with the same coverage. 
   • You will decide this prior to going live in Curve, so it will be fairly accurate for many of the plans. Other plans will need to be edited. 
   • A practice will likely have many patients with policies under the same plan. 
   • Once that plan is updated, it will not need to be touched again for any of the other patients with that coverage. 
3. There are several insurance areas that will need to be checked and potentially updated. These are color coded in the table below.

*Avoid manually updating all the insurance plans in your database with Eligibility+. It will update coverage information directly from the insurance member portal and input it into Curve. It also updates the treatment plan estimates as well.

Converted Insurance
Areas to Check: Policy Information Page	Quick Guides	Videos
Maximum activity outside of Curve Hero	Updating Insurance after Conversion - Section 1	Updating Insurance After Conversion
Deductible activity outside of Curve	See above	See above
Frequency activity outside of Curve	See above	See above

Areas to Check: Plan Information Page	Quick Guides	Videos
Verify Maximums	Updating Insurance after Conversion - Section 2	Updating Insurance after Conversion
Verify Deductibles	Updating Insurance after Conversion - Section 3	Updating Insurance after Conversion
Add any changes to the Coverage Table.	Updating Insurance after Conversion - Section 4	Understanding Coverage 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

Areas to Check: Insurance Module	Quick Guides	Videos
Insurance module: Add any changes to patient and/or family coverage (primary, secondary etc.).		Managing Insurance Coverage

Areas to Check	Quick Guides	Videos
Treatment plans, appointments and invoices: Re-estimate insurance to incorporate updates into estimates.	Updating Insurance after Conversion - Section 6	Re-Estimating Insurance

Section 6 - Balances that Are Not Converted

1.  Offices that did not convert their balances will need to post all payments for past production in their legacy software. Production done in Curve Hero will, of course, have payments posted in Curve Hero. 
2. While other sections of this guide vary based on the specific database conversion, the items listed in the table below must be completed when handling payments and balances in both Curve Hero and the legacy software

Areas to Complete	Quick Guide	Video
Post payments in Curve for appointments completed in Curve.	Converted Data Guide: Handling Balances that Are Not Converted - Section 1	Handling Balances that are Not Converted
Post payments in the legacy software for payments made toward old balances.	Converted Data Guide: Handling Balances that Are Not Converted - Section 2	Handling Balances that are Not Converted
Transfer credits from the legacy software into Curve.	Converted Data Guide: Handling Balances that Are Not Converted - Section 3	Adding a Deposit
Manually transfer balances into Curve (after about 3 months).	Converted Data Guide: Handling Balances that Are Not Converted - Section 5	Handling Balances that are Not Converted
Verifying Transferred Balances on Reports	Converted Data Guide: Handling Balances that Are Not Converted - Section 6	Handling Balances that are Not Converted

Section 7 - Converted Balances

1. When balances are converted, each existing invoice needs to be handled individually when a payment is posted toward it. 
   • Never replace the Converted Balance line item with the actual procedures.
2. Keep good notes on each payment.
3. The RP Aging Report will become more and more accurate the longer you are in Curve Hero. 

Areas to Complete	Quick Guide	Video
Post payments on patient converted balance line items	Converted Data Guide: Handling Converted Balances - Section 1	Handling Converted Balances
Changing the provider on a converted balance	Converted Data Guide: Handling Converted Balances - Section 2	See above
Post payments on converted insurance balances	Converted Data Guide: Handling Converted Balances - Section 3	See above
Posting payments with more than one provider on a single invoice	Converted Data Guide: Handling Converted Balances - Section 4	See above
Converted balances on reports	Converted Data Guide: Handling Converted Balances - Section 5	See above

Section 8 -  Converted Notes

1. All the converted notes will be viewable in the Notes section of the Sidekick. 
   • The notes that display belong to the patient at the top of the Sidekick.
   • The notes that display by default pertain to the open module.
   • Any category of notes can be filtered and viewed in the Sidekick by sorting them by their note tag.

Areas to Complete	Quick Guide
Understand Note Tags in Curve	Converted Data Guide: Managing Converted Notes - Section 1
Sorting and Finding Converted Notes	Converted Data Guide: Managing Converted Notes - Section 2
Managing Converted Notes	Converted Data Guide: Managing Converted Notes - Section 3