Physical Therapy EMR Migration | Strategies and Tactics to Get You Going
Physical therapy EMR migration time is here. What next? What are the best strategies for the transition? What is the right timeline? When should the plug be pulled on the old EMR? How do we ensure that we do not lose any work or data during the migration? Lots of questions that could come up. It might make sense to look at it from the perspective of the three stages: appointment scheduling, documentation, and billing.
Physical Therapy EMR Migration | SchedulingDuring the transition phase, the goal would be to go live in the new system. We would need to have a few weeks of upcoming patient appointments data transferred into the new EMR. However, past appointments data may not need to get migrated. Also, patients? insurances and cases would need to be set up in the new physical therapy EMR.
- For that, it would be necessary to determine exactly how many weeks of upcoming appointments would be needed. Most clinics are booked out for about two to three weeks.
- So, it would boil down to how far out the clinic is typically booked and getting the corresponding number of patient cases and insurances brought into the new EMR.
Physical Therapy EMR Migration | ClinicalThe clinical part of the physical therapy EMR migration should be easier to handle. Clinical notes may not always get imported into the new EMR. Therapists would need to review their active caseloads for a typical one-to-two-week period. First off, goals would need to be entered beforehand. The steps would include:
- Creating a dummy appointment for the patient to add goals in.
- Uploading the most recent progress note or the most recent evaluation into the system.
Physical Therapy EMR Migration | BillingBilling would be the most complicated part of the transition. Each clinic would have its own unique billing issues to deal with. At a high level, the process could be summed up as:
- Start transferring all the clearinghouse setup into the new EMR.
- Send out all the requests for enrollment to payers.
- Once the enrollments are approved, the claims would start going through.
- To start with, both EMR systems would be used for billing.
- Followed by going live in the new physical therapy EMR.
- All the clearinghouse enrollments would be completed, easier said than done though!
- Charges would be entered in the new EMR and claims would be sent out.
- New claims would be created inside the new EMR.
- New remittances would be received into the new EMR.
- ERAs for items billed in the old EMR would also come back to the new EMR/new clearinghouse.
- The new EMR would automatically filter out incoming ERAs by their source: old vs new EMR.
- Login to the new clearinghouse directly.
- Download ERAs for checks that did not get generated from the new EMR.
- Manually post these ERAs into the old system.