Migration & Your Legacy Data

  • Legacy TherapyAppointment will not be supported after October, 2022
  • The last date for migrations is set for September 29th, 2022 & dates are filling up fast!
  • Legacy login access will be available to provide financial / historical data only
  1. For questions related to migration, including "picking a date" please reach out to our support team (email support@therapyappointment.com)
  2. We recommend addressing this sooner rather than later, as we only have a certain number of slots available per migration date, and they fill up quickly!
  3. To avoid being forced to pick a date, please reach out to us if you have not picked a migration date, and wish to.


Ready to migrate from Legacy to the new TherapyAppointment? 

Migrating our Legacy practices to the new TherapyAppointment is a process we're committed to perfecting -- we know your practice can't afford any downtime!

When you're ready to migrate, here's what to expect and how to get your migration scheduled:

Within the Article:


Migration of data

Which data will migrate and which will not

Overall clinical and client information migrates from Legacy TA into the new system. This includes your practice and clients':

  • Demographic information
  • Insurance policies
  • Treatment plans 
  • Documents 
  • Future and past appointments
  • Reminders
  • Chart notes
  • Alerts and memos 

However, financial data does not migrate from Legacy to the new TherapyAppointment platform.

Background

There are two operational reasons for this change:

  1. The Legacy billing system works on a “simple balance” model. It doesn’t calculate a figure the new software calls "Patient responsibility". Since this is not calculated, it cannot be migrated. "Patient responsibility" is a much-asked-for feature in the new platform. 
  2. In Legacy, billing problems such as a discount or writing off a charge were not addressed. This permitted billers to solve these problems in unique ways. The new platform addresses these billing scenarios to simplify billing.

After over a year of working with migrated practices, we’ve learned that the creative problem-solving many billers used in Legacy can cause issues in the new billing system, specifically in the creation of the "patient responsibility" figure that’s central to the new platform.

This means, during a brief transition period, you may see some overlap in billing where you will need to:

  • Close open accounting in Legacy
  • Manage all appointments/billing occurring after your migration within the new platform

You will retain access to Legacy to look at old financial records and start with a “clean slate” in the new software, entering all new financial information there.


Pre-migration to-dos

  • Ensure you have payer ID numbers added for all insurance companies. For an up to date payer list, please click here
  • Make patients aware that you are moving to a new system, and that their current username/passwords will no longer work after migration – that you will be providing them a link to set up a username/password in the new system.
  • Providers: finish your session notes/lock your charts by Midnight UTC - 7 pm EST. Any notes not completed prior to this time- wait to finish them in 2.0 after the migration is completed. However, submit the claim/billing in Legacy.

Post-migration to-dos

  • Re-establish your practice locations: The practice owner's "Practice group preferences" section in Legacy is used to create a default location. Check your practice's location within "Practice Settings">"Office Locations". If you have more than one location, you will need to add those locations at this time.
  • Re-establish availability: The new calendar is much more dynamic than the Legacy system. You will need to re-enter your availability by following these steps.
  • Re-establish supervisor roles:  You will need to enable supervisor roles for any providers that previously utilized supervisor accounts in the Legacy system. Learn how here.
  • Re-establish patient login credentials: As a part of the overall security enhancements, you must send a "Client Portal Invite" to your clients to establish a new username and password. Here's how.
  • Re-establish intake documents: The new platform uses Custom Online Forms, a fully customized (including e-signatures) form building feature where clients can complete documents via the portal. If you used an intake PDF in Legacy, you will need to re-assign them. Learn how here.
  • Re-establish your chart templates, if used in legacy: We support rich text formatted chart templates, with auto-text values (a few are required). Please review those migrated templates and ensure they have the required information in it and re-save them. If not, you may run into issues. 


Ready to migrate?

If you're ready to migrate to the 2.0 system, please continue to this article to learn about the process.