Data Conversion Sites
Overview
The Bridge Network's Tracker and ChairSide applications are sophisticated programs with a full range of features. Professional training is offered by the Bridge Network to give your staff the skills necessary to efficiently use these applications. The training is divided into multiple phases and is based on the foundation that your office has a fundamental understanding of Windows. The information in each phase is presented in one or more training sessions and not only covers Tracker training, but encompasses the complete installation and configuration of Tracker and its ChairSide programs. Although the length differs for each office, a training session is typically no longer than four hours. These are guidelines only and time between phases and points covered vary depending on each offices requirement. Additional training can be provided if the office feels it's necessary. The initial sessions introduce the concepts and give the user skills to use the necessary tools. The final session is scheduled at a later date after the staff has had some time to use the system. In this final session, the trainer analyzes how well the system is being used and provides information on advanced topics not covered in the initial phases. Our training sessions are flexible and designed with a hands-on approach so each office can learn the system at a comfortable pace. Converting an office from one practice management system to another, like Tracker, often involves addressing more issues than an office implementing Tracker as their first computer system. This document explains the standard conversion routine The Bridge Network follows in order to carry out a successful and smooth system conversion. Please refer to the Understanding Tracker Data Conversion document for a complete understanding of what data can be converted and the procedures we follow to do the conversion. For offices connected to highspeed Internet, your staff may receive all the benefits of and convenience professional training without all the added costs. Onsite training, which is a minimum two hours, also has the added expense of pre-approved travel costs for the trainer, while online training has no minimum session requirements, there are no travel costs and each stage can be broken up into multiple shorter sessions.
Pre-Training
Restoration of Current Data Files
The first step to convert to Tracker is for The Bridge Network to copy your data onto a CD or DVD or upload the data via the Internet to our FTP site. If either alternative is not available, we might be able to restore from a backup tape. Because of compatibility issues, backup tapes require a longer turnaround time and this should be considered and discussed. Due to responsibility and insurance issues, The Bridge Network can't come to the office to restore data files.
Primary Data Conversion & Pre-Installation (optional)
Under certain circumstances, we will do a primary data conversion and arrange a date to come to your office for a pre-installation training session. The purpose of this session is to introduce your staff to the latest version of Tracker and to set some expectations of the conversion process from your current system to Tracker. At the end of the pre-installation session, your staff should be comfortable enough to play around with the system. We encourage staff to investigate different aspects of Tracker since the pre-installation data conversion is temporary. The "live" data conversion will be installed at the first formal training session. At the conclusion of this session, dates will be set for the next two training sessions when both systems will run parallel. Aside from having your staff familiarize itself with Microsoft Windows and Tracker, another purpose of the pre-installation is to give us a chance to discover any nuances with the primary data conversion or the way your practice operates. We then can address these issues as well as any other questions or concerns your office may have before starting to run Tracker in a live environment. While this stage of the training is optional, it is strongly encouraged.
I. Scheduling and Contact Management Session
The purpose of the first session is to train staff on the fundamentals of Tracker before they start to use Tracker in parallel with your current system. All entries made in your system will also show in Tracker. While this can be a tedious task, it is an important and necessary step in order to guarantee a successful conversion from your system to Tracker.
We start our training with the Schedulers because while you are entering relevant and timely patient data, you will get instant benefit from your new computer program. We acknowledge using a different scheduling system can be very intimidating, but you will be surprised how fast everyone will get comfortable using Tracker's Schedulers and rest assured we will not start by taking your current scheduling system away from you! As you're scheduling patients into your current system, and adding or verifying their relevant contact and family information, you will also be entering them into Tracker until you are able wean yourself from your current Schedulers. The first phase of training is designed to give your office a basic understanding of Tracker and the ability to use Tracker's Schedulers and Contact Management features. The trainer will review all the information and, if necessary, guide the office through cleaning up any unnecessary information that was transferred into Tracker as a result of the conversion.
II. Scheduling Beyond the Basics Session
A second training session is usually required shortly after the Scheduling and Contact Management session for offices converting their practice management systems. In this session, we not only review the previous session, but we also analyze the data entered into Tracker and make sure the office staff has a solid grasp on Tracker and is using it to its fullest potential. Once staff is comfortable using the basics of Tracker's Schedules and Contact Management features, we will then present scheduling efficient tools and discuss the very important Appointment Manager.
III. Billings and Financial Reporting Session
It's at this session we show staff how to enter all outstanding balances, therefore, it is imperative that an up-to-date Aged Receivable report from your current system is run prior to the session. At the end of this session your staff will be ready to start using Tracker as the primary practice management system and your current system as a back up. Staff should be referring to Tracker first for information and using the other system for historical data. As staff uses Tracker primarily, the conversion process is essentially complete and the systems will no longer need to run in parallel. At this point, a date can be selected when only Tracker will be used. At the time of the selected date, the other system must be available to access only historical data.
IV. Clinical Applications Training Session (If Applicable)
Since ChairSide Charting and ChairSide Imaging are generally used by Clinical staff and don't require an in-depth knowledge of Tracker, we tend to schedule these sessions separately since they require just two hours per application. Please refer to Training Overview - Existing Digital Tracker Office for the clinical training structure.
V. Power Session
This advanced session of Tracker training is scheduled several weeks or even months after the completion of the last training session. To optimize this training time, The Bridge Network can complete a data analysis prior to the training session. By providing us with a copy of your Tracker information, either by a remote connection or by mailing a CD, a certified trainer will analyze your information and outline tools not being used to capacity. The analysis also will enable the trainer to focus on areas that may require more attention. The trainer will review their findings with the office, if and where productivity can be improved and answer any questions or concerns that have come up after completing the initial sessions of training. This training session involves one hour for the completion of the analysis and three hours of training. Our goal in this session is to enhance the productivity and efficiency in Tracker while effectively managing your office.