The following information outlines the practice and patient data that can be transferred between practices in the event of a practice location merge.
Patient Data via PDF and Image Files
- Past Patient Encounters: These are imported as PDF files/documents for each patient. The files will be imported to Documents/Images within the patient's file for easy future reference.
- Documents and Images: All files from Documents/Images are transferred over in their original format.
- Orders and invoices: These are imported as PDF files/documents for each patient. The files will be imported to Documents/Images within the patient's file for easy future reference.
Practice Level Data
A mapping document is provided by the Conversion Specialist. The practice must provide mapping information on the following items:
- Insurance Companies
- Encounter Templates
- Contact Lens Products
The doctor from the source practice will need to be added as a employee/provider in the environment of the practice that is acquiring the new location(s). This is needed to create the appropriate reference to the provider associated to the imported last exam. Once the merge is complete, the new doctor's employee file can be deactivated.
Location Level Data
The following location data can be copied from the old practice location to the new practice location:
- Services
- Products
- Physical Inventory
Patient Data Fields
| Patient Demographics | Appointments (past and future) |
Last Exam |
| Salutation | Type | Last Exam Date |
| First Name | Provider | Last Exam Type |
| Middle Name | Location | Insurance |
| Last Name | Note/Comment | Company name |
| Suffix | Appointment ID | Policy # |
| Nickname | Patient ID | Group # |
| DOB | Start Date and time | Plan Name |
| Gender | End Date and time | Policy Holder Relationship |
| Appointment Status | Policy Holder Person ID | |
| SSN | Employee | Policy Holder First Name |
| Marital Status | Role | Policy Holder Last Name |
| Address 1 | Summary | Policy Holder DOB |
| Address 2 | Create date | Policy Holder Address |
| City | Create by | Policy Holder Home Phone |
| State | Updated date | Policy Holder Gender |
| Zip | Updated by | CL Rx |
| Home phone | Confirmation Status | All fields |
| Work phone | Confirmation date | Notes |
| Cell phone | Insurance validity | |
| Other phone | Insurance comment | |
| Pager | Insurance Verification date | |
| Fax | Insurance Verified by | |
| General Note | Recalls | |
| Primary Provider | Date | |
| Primary Location | Type | |
| Patient ID | Comment | |
| External patient ID | Patient ID | |
| Person ID | Recall status | |
| Create date | Last Communication Date | |
| Patient Status (act/inact/dec) | Number of Communications | |
| Patient Type (new/established) | Related appointment ID | |
| Start Date | Created date | |
| Professional Credentials | Updated date | |
| Date of death | Diagnoses | |
| Preferred phone | ICD10 | |
| Race | Dx Date | |
| Ethnicity | Spec Rx | |
| Primary language | Sphere | |
| Religion | Cylinder | |
| Employer | Axis | |
| Position | Add | |
| Employment status | Vertical Prism | |
| Employer Address 1 | Vertical Prism Orientation | |
| Employer Address 2 | Rx Date | |
| Employer City | Patient ID | |
| Employer State | Balanced | |
| Employer Zip | Near Add | |
| Guarantor | Intermediate Add | |
| Distance PD | ||
| Near PD | ||
| Exp Date |