SOAPware V4 to 2008/2010 Migration Guide

Heads Up

This document includes an introduction to the technical aspects of the steps involved to migrate from SOAPware v4 to the new SOAPware 2008/2010. This document should be reviewed by the individual responsible for managing the EMR/clinic as well as by the individual maintaining the computer network in the office.

SOAPware 2008 is far more advanced than v4. it will not be wise to casually move into using it in the same fashion that earlier SOAPware systems were implemented. Attempting to do so can result in avoidable frustration and a system far less than adequate to meet future needs.

It is easier to go from paper to SOAPware 2008/2010 than to go from v4 to SW 2008/2010.

The release of SW 2008/2010 ushered in a major advance in functionality for the SOAPware EMR community and takes them far beyond what v4 (and most other products) could offer. Upgrading to this new feature-rich system will necessarily be a different experience from updating a v4 system to the next version of v4. SW 2008/2010 is completely new software, created with much more advanced technologies.

Another reason this is not a simple upgrade is that SW 2008 includes a new and almost limitless storage database. So, migration to SW 2008 involves converting the data from the v4 database to the SW 2008/2010 database format. Combine that data migration with a new user interface, and you have an upgrade far more involved than what you’ve likely experienced in previous SOAPware upgrades.

Reminder: An active Support/Update contract must be in place to receive the upgrade to SOAPware 2008. Visit the user homepage at www.soapware.com/Support/ for details on the Support/Update program.

Step One: Verify Hardware/Software Environment

Recommended Specs:

 Server

    * Windows Server 2003 or 2008 - (32 or 64 bit)

    * 2.5 GHz processor or 1.8GHz+ multi core processor

    * 2 GB RAM or more

    * 200+ GB free hard drive space for SOAPware DataServer Installation and database growth

    * Communication to clients across port 5432

    * Administrative rights for installation

Client

    * Windows XP or 7 - (32 or 64 bit)

    * 2.5 GHz processor or 1.8GHz+ multi core processor

    * 2 GB RAM or more

    * 10 GB free hard drive space

    * Constant Internet Connection for SOAPware activation, e-prescribing and other features

    * Communication to server across port 5432

    * Administrative rights for installation

    * 100mbps wired or 80211.a or n wireless connection

Client Access to the following internet servers is Required:

http://soapedia.mysoapware.com/070._Support/04._Knowledge_Base/Domains_used_by_SOAPware

Minimum Requirements

 Server

    * Windows XP, Vista, 7, Server 2003 or Server 2008 - (32 or 64 bit)

    * 2 GHz processor or any multi core processor

    * 1 GB RAM minimum

    * 50 GB+ free hard drive space for SOAPware DataServer Installation and database growth

    * Communication to clients across port 5432

    * Administrative rights for installation

Client

    * Windows XP, Vista, or 7 - (32 or 64 bit)

    * 2 GHz processor or a multi core processor

    * 1GB RAM minimum

    * 700 MB free hard drive space for SOAPware Installation

    * Internet Connection is required for SOAPware activation, e-prescribing and other features

    * Communication to server across port 5432

    * Administrative rights for installation

Client Access to the following internet servers is Required:

http://soapedia.mysoapware.com/070._Support/04._Knowledge_Base/Domains_used_by_SOAPware
 

Additional Considerations

* Back-Up Server                                                    

* Data Storage

* Data Backup (CD-RW, DVD, DAT drive?)

* UPS (Uninterrupted Power Supply)

* Networking Hardware

* Internet Access

* Input Devices (Desktops, Tablets?)

* Printers

* Scanners

* Network Routers/Switches

* Telecommunications (Cable, DSL, Modems?)

* Electrical

* Digital Camera

* Desks and Furniture

Failure to meet these minimum requirements WILL result in a less than optimal user experience, and may result in unacceptable performance in SW2008/2010.

The actual time it takes to complete the conversion is drasically reduced if the conversion is performed on one server containing both the old and the new data. Leaving the old data on a separate server is convenient, but much slower. If at all possible, move the old data onto the same server that is building the new database.

Step Two: Planning and Initial installation process

Once verification of the hardware/software environment is complete you can begin planning the installation process. Included in the renewal package is an upgrade disc for SOAPware 2008. The installation files may also be downloaded here. It is important to know that SW2008 can peacefully coexist on the same network and computers as v4 without interfering or impeding access to v4. To explain, the two versions use different databases and different methods to communicate with the database, thus allowing for both versions to exist on the same network at the same time without conflicting with each other.

SOAPware 2008 requires an activation key before the program can be used. This key is found inside the CD case containing the SW 2008 Installation Disc.

Important! Make sure that the individual responsible for the installation of 2008 is aware of any interfaces/integrations in place with the v4 system, such as a lab interface, or interface with a billing system. Such interfaces require additional installations and adjustments to the interfaced product during the final step of the conversion to ensure the interface will be active with 2008.

Step Three: Mock usage

Since the new SOAPware 2008 has a considerably different user interface, one of the most important steps is to ensure that the users understand the differences in new interface. To this extent, the SOAPware Implementation Team hosts Migration Seminars to rapidly educate users on the primary differences between v4 and SW2008, and on how to avoid staff confusion and workflow issues during the conversion. For more details, contact Trainers@SOAPware.com.

The SW 2008 database will install with a sample chart, “Slim Jim”, giving the users an opportunity to see an example of established patient records, and to create mock encounters in the chart. By allowing the users the ability to document mock patient encounters in SW2008, the potential for confusion in the software after the conversion is complete is greatly reduced. This step has proven to be one of the most important to minimize user confusion and eliminate potential issues with users’ workflows in SW2008. During Mock usage, it is advised that users not create customizations, as they will be overwritten during the data migration. However, it is possible to perform customizations (SMARText items, Template/Docuplates, Document Designs, and Handouts) that can be uploaded to the online library. After final conversion, the customized items can be downloaded.

We strongly encourage v4 users to convert at least 100 to 200 charts to the current version on a testing server in the clinic, get familiar with the differences in workflows required, and go through sample encounters. The 100-200 charts are temporary and will be replaced (overwritten) at the time of the full conversion.

Our SOAPware Introduction Guides provide a quick intro to and a basic walkthrough of each Workspace.

In previous, non-certified versions of SOAPware, it was possible for users who are not “providers” to be able to sign off documents. With SOAPware 2008, all documents in the record must be signed off by the provider that is assigned as the owner of the document. The solution is a workflow change allowing for the bulk sign-off of  documents - Sign Off Multiple Documents, Multiple Patients. There is also a new chart section, "Financial," where non-clinical documents do not require signatures.

Do NOT use Pulled Charts (i.e. as most do/did in v4) to manage tasks or to track what needs to be signed/completed. Use the Tasks Manager. Pulled Charts will NOT be able to track either actions needed nor reflect the actions that have been performed.

Prescriptions are no longer printed from the same list as other types of documens. Prescription printing should only be performed in the Rx Manager.

The administrator login for SOAPware 2008 only gives access to security. That is, the administrator login does not include any access to any patient information.

Everyone needing access to SOAPware will need to be set up as a specific, individual user in Security.

Also see:

• Document Design Codes That DO NOT Convert from Version 4.x
• After conversion from v4, Note that drug interactions will be triggered anytime there is old, v4 meds in the summary medications field or old items in the summary allergies field.

SMARText for v4 Users

What's wrong with my converted codes from v4?

What is structured text, discrete data or more granular text?

Would you refill my gobbilty goop?

The SMARText Designer has replaced the v4.x Code Editor.

A little dated, as it was produced for v5, but, this is about as concise a review of how functions were renamed and moved ing going from v4 to v5. it is about 10 minutes of overview - Videos of the Differences between SOAPware 4 and SOAPware 2008.  

Step Four:Perform sample conversion of Charts and Customizations

After everyone in the practice is comfortable with the mock usage of SW2008, the next step is to perform a sample data conversion of charts and customizations from v4 into SW2008, with the intent of verifying data conversion success, conversion time, and chart contents. (The sample conversion may also expose database health/integrity issues in the v4 database, which must be resolved prior to a full scale conversion.) Open the Data Converter and login with the Administrator account.  As seen in the screenshot below, the Data Converter will allow the user to enter a specific number of patient charts to convert, as well as indicate which Customizations to convert into SW2008. Initially, converting about 5-10% of the v4 charts and all Customizations should help you gain an understanding of the approximate conversion time and should indicate if v4 database integrity needs to be addressed prior to a full-scale conversion via the Work Log box (which is indicated if the sample conversion fails at any point).

Step Five: Review sample conversion

After the sample conversion is finished, a review of the converted charts/customizations and the length of conversion time should be assessed. Though uncommon, in certain circumstances some pieces of
information may not convert from v4 as expected. Such issues are not an inherent inability in the Data
Converter, but rather can result from unique usage of certain data fields in v4. Any such issue can often be resolved before a full-scale conversion, if the issue is discovered from the sample conversion.

In addition, reviewing the converted Customizations in SW2008 will sometimes expose subtle modifications or differences from the v4 customization (such as spacing issues), which can typically be addressed prior to full-scale conversion.

It is also important to take into account the length of time for the sample conversion. If 5% of the charts were converted in the sample conversion, and that took 1 hour, then an approximate conversion time of 20 hours should be expected. This will often illustrate a need for the full-scale conversion to occur over a weekend or holiday, to ensure that the practice is not going to be seeing patients during the data conversion. All users must be logged out of both v4 and SW2008 prior to any conversion, including a sample conversion.

Step Six:Prepare for and Schedule Full-Scale Conversion

It is vital to understand that this migration is much more involved than any previous v4 upgrade, and it is critical for staff and care providers to understand the differences in SW2008 before attempting to use the software in a live clinic setting. If the aforementioned steps are not followed, there is a high probability that subsequent issues will develop. To help educate our users to the differences between v4 and SW2008, our Implementation Team hosts web-based Migration Seminars intended to illustrate the primary usage differences. For more information, email Trainers@SOAPware.com .

After steps one through five have been completed, and all members of the practice acknowledge they are prepared for the conversion, then the last step is to schedule the conversion date and decide on the items to be converted. Assistance from the SOAPware Support dept may be obtained by scheduling an appointment. To do so, email Support@SOAPware.com .

During the conversion, the Patient Charts will be converted by default, and there are options for which
Customizations to convert. If the Customizations were converted as part of the sample conversion, and if any updates were made to those customizations in SW2008, then the subsequent checkbox in the Converter Utility should be unchecked, otherwise it will overwrite the corrected Customizations in SW2008. If no Customizations were converted during the sample conversion, or if none of the sample conversion Customizations need to be maintained in SW2008, then place checkmarks in all five Customizations checkboxes. Be sure to take into account the length of time for the conversion as well as any additional time necessary to update customizations in SW2008.

Do not attempt a conversion during a period of time that the practice may be seeing patients.

The following items DO NOT convert from v4 to 2008...

1. Security logins/passwords  (logins will have to be recreated in Step Seven)
2. ToDo List & ToDo List Users 
3. Pulled Chart List
4. Primary Physicians Selected in Patient General Demographics (must be reset with 2008 physicians). 
5. Read the following Article about these items, Click Here.

Step Seven: Full-Scale Conversion of all data from v4 into SW2008

1. Prior to launching the full-scale data conversion, verify that there is sufficient time, and that there are no users in v4 or SW2008. Make a backup of the v4 databases using the v4 Data Manager prior to opening the Data Converter Utility.

2. Open the Data Converter and login with the Administrator account.  Enter a number in the “Patients” field that matches the number of patient charts in v4 (which can be found in v4 by going to Help > About SOAPware > Patient Count). If some Customizations were converted as part of the sample conversion, and if any updates were made to those customizations in SW2008, then the subsequent checkbox in the Converter Utility should be unchecked, otherwise this conversion will overwrite the updated Customizations in SW2008. If no Customizations were converted during the sample conversion, or if none of the converted Customizations need to be maintained, place checkmarks in all five Customizations checkboxes to convert all customizations from v4.

3. Upon completion of the conversion, redirect any interfaces/integrations (such as an HL7 lab interface) to SW2008. This step is critical to avoiding interruptions in the clinic’s workflow process. It may be necessary to obtain the assistance of the support dept for the interfaced/integrated product in order to change the interface/integration for SW2008. Of importance to mention is that the v4 DOCSExchangeHL7 program did not require a username/password to launch, however the SOAPwareXchangeHL7 program for SW2008 requires a user with sufficient privileges to log in to the program when it is launched. This is important to take into account to ensure lab results flow into SW2008 in the same manner as they did in v4. The same login requirement exists for SOAPwareXchange as well.

4. If ePrescribing was in place for v4, it is important that the “SOAPware RX Status” utility for v4 be disabled after the conversion is complete, and be replaced with the equivalent utility for SW2008, called the “eRx Monitor”. Of importance to mention is that the v4 utility did not require a username/password to launch, however SW2008 requires a user with sufficient privileges to log in to the eRx Monitor whenever it is launched. This is important to take into account to ensure refill requests flow into SW2008 in the same manner as they did in v4.

5. Re-establish User Logins and Passwords in SW2008. The enhanced Security System of SW2008 will allow the Administrator much more granular control of user’s accessibility options.

6. At this point, the users of v4 should be able to log in to SW2008 and access the same patient records as in the v4 system. It is wise to compare-and-review some records in SW2008 with those in v4 to ensure there were no major issues with the conversion. Once this has been verified, and once all users have successfully logged into SW2008, it may be prudent to disable the user’s access to v4 to prevent any users from inadvertently entering data in v4, as this data will not be in SW2008.

7. Send an email to the SOAPware Sales dept – Sales@SOAPware.com – with your name and account number, communicating that your practice has completed the conversion to SW2008 and is no longer using v4. If this step is not performed, there may be unforeseen complications with invoicing of annual renewals.

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To update, download the applications from below, then Double-click the downloaded file to begin installation.

 
SOAPware 2010.0.86 - Released 01.26.2010 (Click Here: eRx format has changed) 
   

Users on V4 Must CLICK HERE BEFORE updating. 

Users on V5 must CLICK HERE BEFORE updating.

Downloads and update information can be found here.