RxWorks have been performing data conversions for 15 years. Within that time we have converted many third party legacy systems from around the world.
Our dedicated project management team, along with this document will guide you through the conversion process.
What is a conversion?
A conversion is the process of extracting data from one software database and aligning it into another.
Why Do I Need To Convert My Data?
Because each practice management system uses its own unique database structure, we run a data conversion so you can keep all your client and patient history when changing from your current practice management system (PMS) to RxWorks.
Your data will not change, just the way it is being saved into your new RxWorks database.
Databases That RxWorks Convert
Below are some examples of legacy systems RxWorks convert data from. If your legacy system is not listed, please “click here to talk to an expert” to arrange an evaluation.
What database type does RxWorks use?
RxWorks’ database structure has been developed based on extensive industry research, and careful review into the emerging trends of modern practice management.
The database type used by our software is “Microsoft SQL Server”.
This is a Relational Database Management System (RDBMS) developed by Microsoft. It is robust and designed to have many hundreds, or even thousands of users accessing it at any one point in time. Microsoft Access on the other hand, is not as proficient in handling this type of use.
Microsoft SQL Server also contains some advanced database administration tools that enable organisations to optimise databases, configure security accounts/roles, transfer data between other disparate sources, and allow more flexibility with backups.
By utilising “Microsoft SQL Server”, RxWorks can offer you more from its software. An example is our “Data Access Module”, which gives you powerful advanced reporting. Another example is the ability to perform data replication with our “Mobile Veterinarian Module”. There are many others.
Current Microsoft SQL Versions and Hardware Specifications
Below is a list of the MS SQL versions currently being used by RxWorks and the hardware specification needed for each MS SQL version:
- 2008 Express All versions Up to 5 Workstations < 1.2 gig CPU, 1 CPU, Ram 2 gig
- 2008 Express All versions 6 – 10 Workstations < 1.2 gig CPU, 1 CPU, Ram 3 gig
- 2008 Express All versions 11 – 15 Workstations < 1.2 gig CPU,1 CPU, Ram 4 gig
- 2008 Standard All versions and Mobile 15 – 25 Workstations > 1.5 gig CPU, 2 CPU’s, Ram 4 gig
- 2008 Standard All versions and Mobile 25 + Workstations > 1.5 gig CPU, 4 CPU’s, Ram 4 gig
What Data Gets Converted?
The practice management system you are converting from determines how much data will be converted. For a complete list of data converted for your current practice management system, please “click here to talk to an expert”.
Converted Data List
The references below can be used as a general guide.
Surname, First Name, Title, Initials, Company Name, Address Details, Map Reference, HOME Phone, Work Phone, Fax, Mobile, Email, Account Type, Deactivated Flag, Credit Limit, Discount Class, Account Balance, Client Notes, Preferred Doctor, File Attachments.
Name, Species, Breed, Colour, Sex, Patient Notes, Birth date, Weight, Neutered, Deactivated, Deceased, Microchip, Allergies, Notes, Insurance Details, File Attachments
Patient Reminder Details
Reminder types, Reminder Dates
History Notes, Date of History, Consulting Doctor, Items (fees) charged, Financial Amount
Balance Transferred, History of Invoices, Full History of Adjustments, Full history of payments
Item Name, Service Group, Cost Price, Sale Price, Markup %, Pack Size, Tax Rate, Dispensing Fee, Stock Order Code, Purchase Details
The Conversion Process
Our conversion process will ensure your existing data is mapped into an RxWorks database correctly before ‘Going Live’. There are four steps involved, which are as follows:
We’ll guide you through each of these steps. Through each, you will be advised on what RxWorks needs, and what you can expect from us.
Step 1 – Extraction of Your Existing Data
Step one is where the data from your current practice management system is extracted.
An RxWorks Project Manager will work with you to ensure the process has minimal disruption to your practice.
How long does the data extraction take?
The time it takes to complete your data extraction can be affected by a few variables. For example, if you require RxWorks to do the extraction for you, and there are no problems connecting to your network, your internet speed is fast and the amount of data to be extracted is not too large, it may only take a couple of hours. On the other hand, if your IT technician or current PMS provider needs consulting, data extraction may take several weeks, depending on the speed of their communications.
What You Need To Do For Step 1
Where sensible, we encourage your database extraction to be done by yourself or your current PMS provider. You can also help us by providing screenshots of your current PMS and a current client debtors list.
1. Provide an extraction of your current PMS database
There are many software providers on the market, and they are all different.
This means no set method for data extracting suits them all. But don’t worry – we give you full instruction on how, and your RxWorks Project Manager will coordinate with our global support team to assist you. How you provide the data to RxWorks will vary depending on the extraction’s file size, your network speed, internet availability and practice location. We will arrange a solution to suit you.
2. Provide screenshots of your current PMS
Screenshots will allow us to see how the information in your database is shown through your software’s graphical user interface (GUI). This is helpful when searching for information in your legacy data and for ensuring data is converted correctly. We will check the converted data in RxWorks against your screenshots. We recommend you provide ten screenshots that include the following sections of your current PMS solution:
3. Provide a debtors list
A client debtors list will help us ensure all your outstanding debtors are accounted for and all client balances are correct.
If You Require RxWorks To Extract Your Data
If you require RxWorks to extract your data, please speak with your Project Manager to discuss formal requirements prior to proceeding. In addition to criteria 2 and 3 under ‘What you need to do for step1’, RxWorks will need access to your “practice network”, and the computer your current practice management system database in on.
1. Provide access to your network
We will need secure access to your practice network. This will ensure we have access to the computer/s where your practice management software data is stored. Only a skilled RxWorks staff member will be given access permission.
If you do not own an “RxWorks server”, and your network security does not allow easy access, cannot be configured to our requirements or it is continually disrupted, this first stage of a conversion will become delayed. In this case, we recommend speaking with your local IT technician to organise a solution such as Remote Desktop Procedures or “LogMeIn”.
2. Provide access to your database
Once RxWorks has access to your database, we can start extracting. The contact details of your current software provider may be needed. In most instances, we can extract data without them. However, in some cases, their security may not allow easy data extraction.
3. Provide screenshots and a debtors list
Please refer to criteria 2 and 3 under ‘What you need to do for step1’.
Step 2 – Mapping Your Data
This is where the data from your existing PMS is linked to the equivalent for RxWorks. During this process, is the opportunity to tidy up your data. For example, any misspelt records and duplicates in your patient breeds and species lists will be linked to the correctly spelt item in RxWorks. Financial balancing adjustments will also be addressed to ensure client outstanding balances (aged debt) are correct.
What You Need To Do For Step 2
During this stage, an RxWorks Client Services Implementer will prepare a “Data Alignment Spreadsheet” for you. Once that is done, you will be required to complete it. Our conversion team may also request specific screen shots if they need to clarify any data for the conversion.
Assisting to Align Parts of Your Data
Data in your current database structure will be aligned or ‘matched’ to your new RxWorks database structure. Another term you may hear this being referred to is ‘mapping’.
There are many sections to be mapped in the “Data Alignment Spreadsheet”.
Once the spreadsheet is ready, an RxWorks Client Services Implementer will place it on a test server. They will provide the connection details and guide you on how to complete the spreadsheet. Once done, we can continue to step 3 of the conversion process. If you are joining an existing practice that is already running RxWorks, we will align your legacy data with the current RxWorks data. If you are starting out with RxWorks, we will align any legacy data with a set of base information that is part of the standard RxWorks database.
Step 3 – Testing Your Data in RxWorks
Here, we load your mapped data into an RxWorks SQL database. Validation checks will be performed to ensure all your data has been converted correctly. You will be presented with a ‘test’ conversion for checking before getting ready for ‘going live’.
What You Need To Do For Step 3
During step 3, please ensure timely communication and checks of your test data.
1. Check your test conversion data is correct
Checking a test conversion is vital. It is your opportunity to review the converted data and identify any discrepancy before you go live. Test conversions and other essential checks are performed on dedicated RxWorks test servers. Your RxWorks Client Services Implementer will provide the login details and how to connect. If you are converting data for a branch practice, test conversions and checks may be performed on your own practice server for convenience.
Once the test conversion has been checked, your Client Services Implementer will provide a pre-conversion signoff form that will assist you in checking all aspects of the conversion have been covered. Sign this and return. If required, note down any potential issues for our conversion team to check.
An RxWorks Client Services Implementer will provide the assistance you require during testing. However it is your responsibility to ensure the test conversion data is accurate. Once you sign off, RxWorks will not be responsible for any errors not identified and reported.
Step 4 – Getting Ready for ‘Go-Live’
Once the test conversion is approved, your RxWorks Project Manager will arrange three (3) important dates with you in preparation for Go Live’.
1. Final extraction date/time.
This agreed date is crucial. It is the final extraction of your current PMS data. After this date/time any information entered into your current PMS will not come across into RxWorks. For this reason, we recommend no longer using your old PMS after this agreed date.
2. Final conversion date
This usually coincides with the final extraction date. Data is converted immediately after the extraction to ensure minimal disruption to your practice.
3. Live conversion audit time
As a final check RxWorks recommends an audit of your live system before formal go live.
RxWorks offer on-site assistance for the go live date of your conversion. Please discuss this option with your RxWorks Project Manager or “click here to talk to an expert”.