2 - Steps to a Successful Conversion

Summary

Install and use a temporary or test version of v5.

Perform a test conversion including all your customizations and a subset of charts.

Make sure you understand the changes as far as where features are located and how to best navigate. (i.e. some v4 items have been renamed and moved around)

Travel through your specific workflows, key commands, reports etc. with sample patient encounters.

Verify the new database server is set-up properly and that back-up systems can restore data.

Verify staff has sufficient training and understanding.

Perform, final, full data conversion.

Go Live!

Implement new generation documentation over time. 

FIRST!   Make a back-up of your v4 system, perform a restore from the back-up to ensure the system can be completely rebuilt from the back-up.

1 - Install and make available the hardware and network capable of running SOAPware v5.

Hardware recommendations - http://www.soapware.com/Products/Har...eRecommend.htm

Fortunately, both v4 and v5 can usually be co-installed on the same system and not result in conflicts. Hardware requirements are greater for v5.

2 - ALL STAFF - Learn basics of SOAPware v5 using a conversion of a sub-set of existing charts and make available the existing v4 customizations.

Set up security for each role in the practice and create a Test User for each role for this phase.

First learn navigations, basic data entry and security methods. Wiki tools are available now.

3 - ALL STAFF - Practice actual use of all work flows prior to conversion.

Each person go through each workflow they routinely perform.

Make a list of work flows for each person.

Each person checks off each workflow listed.

Practice 10 typical patient encounters going through from start to finish completing all typical steps.

NOTE! all customizations on this test conversion will be lost in the final conversion. However, customizations made during this phase can be given unique keywords and uploaded to the online library. After the final conversion these customizations can be downloaded.

 

4 - Prior to Go Live

Verify that the system back-up is operational by making a back-up and restore the system from the back-up.

Make certain that all necessary equipment is installed and functional with the new system.

Printers

Scanners

interfaces (Billing?, Lab?, etc.)

Test by printing samples of each document design (print report in v4) regularly used and make any corrections necessary.

Set up necessary customizations unique to your practice setting, including

Lab Tests

Health Maintenance

Task Manager users and options

Tool bars 

Customize the lists available in Tools menu.

Customize the work flows available in the Tools menu.

Most converting from v4 will initially continue to use v5 in much the same fashion and with work flows very similar to those utilized in v4. 

Practice learning any Key Commands that have changed.

 

Also see... 

1 - Differences between SOAPware 4 and 5

Next Generation Documentation "Get Started"

 

 

5 - Subsequent to Go Live 

Develop a project plan for gradually adopting new generation documentation taking advantage of the enhancements within v5.

Plan proper due diligence along the way following the principles within the Implementation guides within other pages of the SOAPedia.

Create a schedule for regularly testing the back-up system in the future. Ensure that the back-ups will completely restore the system via following test cases performing steps involved with patient encounters. Make a schedule and perform the test cases on the restored system on time.

 

 

Note: In sites making the greatest strides... basic, change management tools were put in place. One example would be plans for brief, regular meetings (daily just before and after conversion) of all involved at the local level. Also, implement methods to achieve effective-timely communication system-wide. The greater the number of persons affected by the conversion, the more important it is to properly plan and manage the transformation!

 

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.

 

Checklist - Attached to this page is a starting checklist in Word.doc format. Feel free to modify according to your needs.