After scheduling your implementation timeline with your Systems Implementations Coordinator, the next step is to start your conversion process. The Data Services Team will assist you in transferring the data from your practice management software to Dentrix.
The Data Services Team is comprised of technicians who have received specialized training in order to convert your data. Each practice management software is written and formatted differently than Dentrix which affects what data will convert and how it will convert. However, our techs have years of experience working with hundreds of software programs and are constantly improving our processes. We will do our best to convert as much information as possible.
Please be aware that every data conversion will have manual data entry and cleanup to be done by the office, in part because of the limitations in the compatibility of your software with Dentrix, and in part to give the office accurate information. Refer to the Conversion Forms to your right to see what will and will not convert for your specific software and version. Note that we do not convert Images.
Please work with your Coordinator and Data Services Tech if you have any concerns about your data.
What kind of conversion you have will depend on your current practice management system. Please refer to the Conversion Forms on the right to see if we have previously converted your software and version. Once you have determined whether or not your software is among the checklists, please refer to your conversion options below:
Once you have decided what conversion type will work best for you, you will need to fill out the conversion paperwork. The conversion paperwork will assist the Data Services Technicians in converting your data. The paperwork and explanation for how to fill it out are to the right. Please fill out the conversion paperwork, sign and date the BAA, and fax back all of it to your Systems Implementation Coordinator.
Once your Coordinator has received your paperwork, the next step is for your Coordinator and a Data Services Technician to get a copy of your practice management software for the trial conversion. There are several ways to do this.
Once we have your backup, we will start the trial conversion. Depending on your conversion type, it will take 5 to 10 business days to convert your data into Dentrix. During this time use your system as normal. When we do the live conversion we will get a second copy of your data.
The two purposes for doing a trial conversion are to 1) prepare us and 2) prepare you. During the trial we will test your system for any special circumstances there might be with your data. We want time to make sure the live conversion goes as smoothly as possible. The accuracy of your data conversion depends on how you used the system, which we won’t know until we see your data. The trial also gives your office the opportunity to request clean up or changes to your data, such as removing inactive patients (see Options Desired in the conversion paperwork.) Any requests outside of the Options Desired will result in a Product Analysis for 10 business days.
When the trial is done, we will give you the opportunity to look through your data and see how it will convert. This helps prepare you for what fields you will have to enter by hand, for what information will need to be adjusted, and to better recognize where your data will be located in Dentrix. As long as the office has Dentrix installed before the trial conversion is done, we will install the trial for you to practice with until the live conversion takes place. ALL information you enter into the trial conversion will be deleted when we install the live conversion.
Trial Conversion Review and Training
As long as your office has previously installed Dentrix, once your trial conversion is finished, we will install your converted data into your system for you to look over. We recommend you do the majority of your pre-live training with your trial conversion. This gives you the opportunity to review your conversion with the trainer to answer your questions and guide you through how your information will look in Dentrix. If you did not purchase training, please contact your coordinator to make other arrangements. After you review your trial conversion, if you still have concerns, please let your trainer and your Coordinator know. We can do as many trial conversions as you want at no additional charge.
Continue to receive training while practicing with your trial conversion. Try to complete at least 12 hours of training with your trial conversion. Once that is done and you feel ready to move forward, we can start on your live conversion. Any information you enter into the trial conversion will be deleted when we install the live conversion.
After you have completed your trial conversion and pre-live training, you are ready to do your live conversion. This is your final conversion. Once you receive your live conversion, you will use it permanently while seeing patients and only use your previous software as a reference. The live conversion takes 3 business days unless you are doing a Merge or Split, which then require 2 additional days per database.
For your live conversion we will get an updated copy of your data. From the moment your live conversion backup is made, you will need to keep track of ALL information you enter into your previous practice management system because it will not be a part of the copy we have. All the data you keep track of will have to be re-entered into your live conversion once you get it installed. During your live conversion training your trainer can either help you enter your data or show you how.
Please complete the rest of your training hours before you are live so you are comfortable using the system while seeing patients. If you have concerns about how to use your system, you can call into support at 800.735.5518, or if you have concerns with how your data converted over, please contact your Coordinator immediately.