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      How to Switch your Practice Software

      Learn how to switch from one practice software to another, while keeping your patient billing going.

      • Occasionally,  you may need to change your practice software. For example, you will switch from QS/1 to Pioneer, say.
      • You can only have one practice software per AR Proactive account, not two.
        • Sometimes, you may need to bill from 2 different softwares concurrently, until your transition to the new software is complete.  In this case, we will create a second, new AR Proactive account.  The accounts  will named something like: "Acme Pharmacy (Old Software Name)" and "Acme Pharmacy (New Software Name)".  When you login with your email address, you will pick which account you want to access.  The old account will contain all the patients from the old software.  The new account will contain all the patients from the new software.
      • Ideally, you should switch software on the 1st of the month (or whatever day of the month is your monthly billing cut-off date). 
        • If you do this, then you can send us the patient statement file from the old software for the month 1, and from the new software for month 2.  This is simpler for patients.
        • If you switch mid-month, the patients will get 2 bills that month: for the first half of the month, and the second half of the month.  This is less simple for patients, but still works.

      Procedure to change software

      1. Find out and contact us with this information:
        1. the date of your switch 
        2. the name of the OLD and NEW practice software
        3. whether patient ID's in the NEW software will be different (most likely) or the same (unlikely) as in the old software. 

      2. Upload the LAST statement file from the OLD software (how to upload).
      3. Wait for the job to complete the job from the OLD software (you will get an email notification).
      4. Contact us to confirm that we should make the switch on our end.
      5. Wait for us to confirm that we are ready to accept your NEW software's data.
      6. Upload the FIRST statement file from the NEW software (how to upload).

      Patient ID's

        • If the patient ID's in the NEW software are different from the patient ID's in the OLD software, then accounts will not carry over, and patients will need to re-enter their email address, and  saved credit card (if there is one).  (This is the most common case.)
          • For example, if Jon Doe has patient ID 202 in the NEW software, and the same Jon Doe has patient ID 101 in the OLD software, then AR Proactive will NOT be able to transfer account 101's data and settings, to account 202.
          • We will need to delete all the old data for the Provider from AR Proactive.  The reason is that if patient ID 101 was associated with Jon Doe in the old software, and now patient ID 101 is associated with Bob Smith in the new software, then Bob Smith will be able to see all of Jon Doe's medical bills.  This would be a HIPAA violation.  
            • Note: this will delete any stored credit cards on file, email addresses, and patient logins to BillpaySafely.com
            • If you as a Provider must keep your old data (and you do not want us to delete it), then email support@arproproactive.com confirming that you have verified that only new patient IDs will be used in the new software, else there could be a HIPAA violation.
        • If the patient ID's in the new software are the same as patient ID's in the old software, then all the patient account details will carry over and be preserved.  And we will not need to delete any of the old data. (This is unusual.)
          • For example, if Jon Doe has patient ID 101 in the new software, and the same Jon Doe has patient ID 101 in the old software, then AR Proactive will be able to transfer all of account 101's data and settings.