Orthodontic Office - Data Conversion Sites

Overview

Converting from a practice management system to Tracker often involves addressing more issues than sites who are implementing Tracker as their very first computer system. This document is intended to help review the standard conversion routine that The Bridge Network follows in order to implement 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 from your current system and the procedures we follow to do the conversion. To ensure your staff becomes productive quickly with Tracker, The Bridge Network offers professional on-site training programs. Our experience has shown that generally five implementation and training sessions, normally around four hours in length, will significantly reduce the time your practice needs to effectively use the basic features of Tracker. To really take advantage of Tracker as an effective tool, the last session is called a "Power Session" during which we review how you are using Tracker and how you can improve your productivity with the system.

Our training sessions are very flexible and designed with a hands-on approach so that each office learns the system at a comfortable pace. Our training visits are structured using a four-hour session approach, since our experience has shown that the retention level of the information presented drastically decreases after this time period. However, please note that our "Training" sessions consist of more than Tracker training and also encompass the installation and configuration of Tracker, as well as having our trainers understand the unique requirements of your office. This Tracker Training Overview is intended as a guideline only. We often modify the training schedule and the points covered depending on each practice's requirements. The Bridge Network will be more than happy to accommodate the office with additional training upon request. A recommended "Power Session" is normally scheduled at a later date after staff has some time to use the system. This provides the opportunity for us to analyze how well staff is using Tracker, to review some features in further detail and to answer any questions from the initial two training sessions. This Tracker Training Overview is based on the foundation that your office has a fundamental understanding of Windows.

Restoration of Current Data Files

The first step in the process of converting to Tracker is for us to get your data files from your current system. This is accomplished by providing The Bridge Network with a back-up tape containing your data files. However, since there are many different types of back-up tapes, we may not be able to read all types of tapes. If we cannot read your back-up tape, then other methods need to be investigated. Since The Bridge Network cannot be familiar with everyone's current practice management system and computer configurations, it is up to each practice to provide us with the data in a machine-readable format that we can use. Due to responsibility and insurance reasons, The Bridge Network generally cannot come on-site to restore data files.

Confirmation of Conversion

Once we can read your data, we will then provide you with a summary of the data that we can convert and the associated cost. We will also let you how much time will be required to complete the conversion. It is important to realize that converting data from one practice management system is a complicated process and the amount of time required depends on how the information is stored and whether we have done a conversion for that system before. We will then ask for a written confirmation and a deposit to proceed with the data conversion.

Primary Data Conversion & Pre-Installation (optional)

Once we have received confirmation to proceed, we may do a primary data conversion and set a date to come to your office for a Pre-Installation training session. The purpose of this session is to introduce your staff to our latest release of Tracker and to set some expectations on the conversion process from your current system to Tracker. At the conclusion of the Pre-Installation session, your staff should be comfortable to "play 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, we will set dates for the next two more formal training sessions where we will begin to run both systems in parallel.

Besides having your staff become familiar with Windows and Tracker, the purpose of the session is to give us a chance to discover any nuances with the primary data conversion or the way in which your practice operates. We can then address these issues, as well as any other questions or issues that you may have, before starting to run Tracker in a live environment. Though this stage of the training is optional, it is highly recommended.

First Training Session

Just before the first training session, we will require a recent back-up tape. If we have done a Primary Data conversion, we will convert that data once again and load the "live converted data". The purpose of the first formal training session is to train your staff on the fundamentals of Tracker in order to have them ready to start using Tracker in parallel with your current system. That is, all entries that are in your current system will also be in Tracker. Though this can be a tedious task, it is imperative to ensure a successful conversion from your current practice management system to Tracker.

Unlike many other dental systems, Tracker is a true scheduling-based system. Therefore, we start our training with the Schedulers. We believe using the electronic Schedulers is the most sensible place to start, since not only will you be entering relevant and timely patient data, you will also be able to get instant benefit from your new computer program. Though we understand that using electronic Schedulers can sound very intimidating, you will be surprised how fast everyone gets comfortable with Tracker's Schedulers. Rest assured that we do not start by taking your current scheduling system away from you! As you schedule patients in your current scheduling system you also enter them into Tracker until you "wean" yourself off your current schedulers. As you start scheduling patients, you then add or verify their relevant contact and family information. Therefore, the first phase of training is designed to provide your office a basic understanding of Tracker and the skills necessary to utilize Tracker's Schedulers and Contact Management features.

Second Training Session

Once staff is comfortable in using Tracker's Schedules and Contact Management features, we will then continue to the second training session. It is at this session that we will answer any questions from the first training session and then proceed to explain further details of the Schedulers and Contact Management part of Tracker, including the very important Appointment Manager.

Third Training Session

At the Third Session we proceed to the billing (setting up new contracts, payments etc.) and reporting.

Fourth Training Session

At this training session we will show the staff how to enter all the outstanding contracts. Therefore, it is imperative that an up-to-date Aged Receivable report from your current system is run just before the fourth training session. Our goal at the end of the this training session is to have your staff ready to start using Tracker more as the primary practice management system and your current system as a back up. Staff should eventually be referring to Tracker first for information, and the other system then begins to be used for historical information only. As your staff begins to primarily use Tracker, the conversion process is essentially complete and you no longer need to run both systems in parallel. A date is then chosen to officially only use Tracker. It is recommended that the other practice management system be available only to access historical data (if possible).

Fifth Training Session - "The Power Session"

This session is to review the first four sessions, analyze the data you have entered into Tracker, and to ensure you have a complete understanding of how Tracker performs certain functions. This advanced session of Tracker training is usually scheduled several weeks or months after the completion of the last training session. This Session revisits the points covered in previous sessions and also examines Advanced Features of Tracker, as well as analyzing how staff has been utilizing Tracker. We then suggest ways in how to get the most out of Tracker.