Posts Tagged: data conversions

Converting Data: 6 Things Every Pharmacy Should Know

Posted August 19, 2020 by Beth Osborne & filed under Pharmacy.

At some point, every pharmacy will deal with converting data. You have the choice to move to a new pharmacy software system at any time. You might change for a number of business reasons, or you may face a software sunset. Regardless of why, there are some specific things that every pharmacy should know, and we’re highlighting them here.

Field Inconsistency Is Common

While your new software likely has the same functionality and features of your current one, field inconsistency is common. Every software treats fields differently. The difference may be in what they call the fields or how the system stores the data. One to one matching is possible some of the time. To ensure your fields map correctly, you should:

Choose a data conversion provider that has experience with both systems.
Work with your new software vendor to validate fields.
Determine if coding is different from platform to platform (i.e., allergy codes).

AR Conversions Can Be Tricky

AR (accounts receivable) conversions are not always straightforward. In most cases, it’s a balance only conversion, not transactional. The type of conversion options depends on the system requirements. Different configurations can lead to duplication. Thus, it’s important to understand how your news system holds this data and converse with those converting the data about any concerns.

You Need a 340B Migration Plan

340B prescriptions have a separate inventory database. You’re not paying for the inventory, but you still must track it. Accurately migrating this data is essential to compliance. Plan ahead for 340B data elements to ensure a seamless conversion.

Purge and Archive for a More Seamless Conversion

In most scenarios, there is data in your current software system that doesn’t need to convert. It’s a good idea to look into purging and archiving.

Purging removes unlinked data or inactive elements. A pre-conversion purge of stale data makes the conversion process much smoother.

Data archiving is another solution to limiting what you migrate. You must keep patient records for a certain amount of time to meet regulatory requirements. However, you can choose to archive those you don’t need for daily operations. You still have access to these for audits or patient requests through a secure portal. They don’t have to live in your new system.

Special Considerations for LTC, Specialty Pharmacy, and Hospital Pharmacy

LTC, specialty pharmacy, and hospital pharmacy use software differently than standard retail pharmacies. If you fall into these categories, there are several elements of which to be aware, including:

LTC: Converting data from software not designed for LTC into one that does will need additional validation and possible custom programming.
Specialty: Compounding conversions can be complex. Consult the conversion provider and software vendor to work out any challenges.
Hospital: If you have an in-patient and retail pharmacy and are converting both, you’ll need to determine what data goes where. This is especially true if you are converting multiple systems into one system.

Manual Data Conversions Are Risky

Converting data with a manual approach is inherently risky. Human error is inevitable. It’s also expensive and time-consuming. While there may be fields you need to validate that requires human interaction, it’s way too precarious to use manual practices for a majority of the converting. Programmatic conversions are more accurate, cost-effective, and compliant.

Learn More About Pharmacy Data Conversions

We’ve outlined some of the most essential things that pharmacies should know before they convert. To go in-depth and get more insights, we’ve got a whitepaper just for you. Download The Ultimate Guide to Pharmacy Data Conversions today!

340B Programs and Data Conversions: What Pharmacies Need to Know

Posted July 14, 2020 by Beth Osborne & filed under Pharmacy.

340B programs can cause challenges during pharmacy data conversions. This critical information is a migration necessity. However, we’ve found in our years of working with pharmacies; this can be a data element that causes challenges.

With our experience and expertise, we’re sharing what pharmacies need to know about 340B programs and data conversions.

Why Is 340B Data Different?

340B is radically different from other types of prescriptions for several reasons:

It’s a government program with no cost to patients
The prescription process
Inventory management

It’s a No Cost Program

340B is a government program that provides medication free of charge to qualified patients. Pharmaceutical companies must participate in Medicaid to sell outpatient drugs at lower prices. Most healthcare organizations use it to serve uninsured or low-income individuals.

The intent of the program was to help providers stretch federal resources and provide care to more individuals.

The Prescription Process

Only authorized physicians can write 340B prescriptions. They must be employees of a federal grantee or nonprofit group that contracts to deliver care on behalf of the government. The prescription can only be for outpatient use and must be on the 340B formulary.

For a patient to receive such a prescription, he or she must have an established relationship with the provider.

Thus, it’s different from a standard prescription from a physician.

Inventory Management

What’s truly unique about 340B is that it’s a separate inventory database. It’s not part of your other inventory. As a pharmacy, you don’t pay for the inventory, but you still have to track it. Effectively tracking it is necessary because of the dispensing fee you collect.

340B Conversions

Since it’s a separate database, it’s an extra step in the data conversion process. When you decide to migrate to a new pharmacy software system, your 340B database should be a central topic of discussion.

We work with our pharmacy customers to discuss how the information rests in their current system and how it will map to the new system. We then create a migration plan to ensure accuracy, compliance, and completeness. This process may include special programming.

It’s not just a new field to convert; it’s a database. We urge all pharmacies to have in-depth conversations about 340B migration. Addressing at the start of the project is ideal. It’s not something you want to leave until later in the process.

Be Confident in Your 340B Conversion

Something we want all our customers to feel when they work with us is confident. Confident that your data will be accurate, accessible, interoperable, and portable. We’re always glad to share the tips and tricks we’ve learned along the way.

Go in-depth on the data conversion process by reading our post, What Is a Data Conversion?

Manual Data Conversions in Healthcare Are Risky

Posted July 8, 2020 by Beth Osborne & filed under Healthcare, Pharmacy.

The whole point of technology is to make processes more efficient and effective. However, it wasn’t that long ago, manual data conversions were the norm. We know all about it because our founders wrote the script to end manual migrations.

In the book of data conversion best practices, you don’t want to revert back to manual tasks. It’s too risky a proposition. So, why do some data conversion companies still offer it?

Manual Data Conversions vs. Programmatic Data Conversions

At first glance, you may think there’s no harm in using manual processes to migrate your healthcare data. It seems harmless, right? Let’s look at the differences in each type of conversion.

Manual data conversions require human intervention. Transcribers collect information about patient medical records. Then it’s stored in a database. When the new EHR or pharmacy system is ready for deployment, individuals then pull out the information and attempt to put in the same fields.

While it seems simple and easy, it’s ripe with risk!

Programmatic data conversions provide a more automated approach. Programmers draw test data from a source system and then restructure or reformat it to the target system. Field matching and mapping, quality assurance, and validation are all parts of this process.

It happens in a safe, compliant environment with protocols and controls along the way.

The Big Risks of Manual Data Conversions

What can go wrong in manual migrations? A lot.

It’s expensive: Manual may seem attractive to small practices or pharmacies. No matter the volume of your data, anything manual requires more labor, so it’s more costly. It’s very hard to make a business case for this being cost-effective.
It takes a long time: Unless you have an army of data entry professionals, manual migration will take substantially longer than programmatic data conversions. If you’re switching software, it’s typically an urgent need, especially if your software is sunsetting.
Human error: Machines are more accurate than humans when it comes to moving data. If users have to transcribe, there will be small mistakes, like transposing numbers. Even if it’s a lot of copy and paste, errors will still occur. There’s also no real way to QA what a data entry person does. It’s not like using spellcheck to find misspellings. Each record has the possibility of manipulation.
Compliance and legal risks: If using a manual provider, how do you know that all PHI is safe and secure? It’s harder to know the environment in this scenario. Programmatic conversions don’t leave safe, compliant spaces. But what if a data entry clerk leaves her desktop open with PHI for all to see? That’s a huge risk not worth taking.
System familiarity: Data management companies that focus on programmatic migrations have in-depth knowledge of the source and target systems. This expertise is necessary for the most accurate results. Data entry folks just aren’t going to have this experience.
Data governance concerns: Data governance supports the consistency of formatting of data. It’s easier to achieve in an automated fashion with set parameters. Manual interactions may overlook this step.
You need clean data: Dirty data is not what you want to convert. Data cleansing or purging is a best practice but not feasible with manual conversions. Implementing your new system is a chance to start over with clean, relevant data.

Data Conversions from a Trusted Partner

We’ve been converting healthcare data for over 23 years, working on thousands of projects every year. As a pioneer in the industry, we know all the ins and outs of data conversions. You can trust our team to use the most advanced technology and programming available, so your conversion is pain-free, accurate, and on time.

Learn more about our data conversion process today!