If you’re looking for a new cloud-based pharmacy management system for your store, you probably have a lot of questions about the conversion process. To give you a better idea of what to expect when switching pharmacy software providers, here are answers to some of the most common topics of discussion among users.
We strive to make the software conversion process as quick and easy as possible.
That’s why we use a phased approach, ensuring your pharmacy’s data is transferred successfully, everything is functioning properly, and you feel comfortable with your new software.
Here’s how the conversion process typically works:
Once your paperwork and payment have been received, a member of our onboarding team will be assigned to your store and help guide you through the conversion process.
All data transfers are handled securely and in accordance with HIPAA-compliant pharmacy data management standards, ensuring patient information remains protected throughout the conversion. Depending on the software provider you are switching from, your data conversion may be handled by our own internal team or may need to be handled by our third-party vendor, Infowerks. To get started, a data conversion team member will contact you to obtain an image of your existing software database, which is referred to as the test database. Next, your onboarding representative will install BestRx on one of your pharmacy computers and the test database will be loaded into the system. Then, the primary decision-maker for your store will need to check the data for accuracy using a worksheet that will be provided in your BestRx Welcome Packet. Once the test data has been verified, your go-live date can be scheduled, and you will move on to the next phase of the conversion process.
While you are verifying your test data, your onboarding representative will help you coordinate other aspects of your account setup, including your:
Detailed information on each step in the account setup can be found in your Welcome Packet. Working together, we will ensure everything is ready for your go-live date.
Your “go-live” date is the day your pharmacy’s BestRx software is officially active.
Throughout the day, your onboarding representative will be checking your system and workstations to ensure everything is functioning properly. They can also answer any questions you and/or your staff may have as well.
Please Note: Your pharmacy database is the first thing that will be converted to BestRx, which may include some images, depending on what’s available from your previous software provider and/or the data conversion package you select from Infowerks. However, scanned Rx images are not part of the initial implementation and will be available approximately 2-4 weeks after you go-live.
Once your software is up and running, our customer support team will set up any other features you’ve enrolled in, like our Messaging Interface or Cloud Backups.
You can obtain information about many of our add-on features by visiting our Blog and utilizing our library of on-demand training videos for step-by-step guidance on specific functionality in BestRx and BestPOS. Moving forward, if you would like to add more features or scale your system as your pharmacy grows, just contact our support team and they’ll walk you through how to enroll.
As mentioned, scanned Rx images (as well as any other images included in the Infowerks package the pharmacy selects) will be converted to your BestRx software approximately 2-4 weeks after your go-live.
Now that we’ve walked through the 4 phases of converting to BestRx pharmacy software, here are answers to some other questions you may have:
Typically, transferring and testing your data is the most time-consuming part of the conversion process.
The amount of time the data conversion will take can vary, depending on your existing software provider. However, once you’ve completed the verification process for your test data, your go-live data can be scheduled in as little as five business days from the date we receive the signed Data Verification sheet. Conversion timelines are designed to minimize disruption, allowing pharmacies to transition to BestRx’s cloud-based platform with minimal downtime.
Your primary responsibility during the conversion process will be to verify your test data.
The best way to do this is by comparing at least 15-20 records of each major record type (patient, prescriber, drug, insurance, transaction, etc.). It’s important to review all fields for each record you are verifying, before moving on to the next one.
For example, when reviewing patient data, you will need to check the name, address, date of birth, gender, phone number, etc. After confirming the information matches in both systems, you will repeat the process for each additional record.
If you identify any discrepancies in your test data, notify your assigned Onboarding representative right away.
That way, they can obtain screenshots that can be sent to the appropriate data conversion team to investigate the issue further.
If your reported discrepancies can be corrected, then our conversion team will make a request to receive a new, corrected test database for you. If your reported discrepancies are unable to be corrected, then our BestRx conversion and Onboarding teams will provide you with the best alternative solution for your pharmacy.
While the information that can be converted varies by software vendor, in most cases, the following data can be converted to BestRx:
In some cases, you may be able to convert other types of data, including:
Certain types of data may require an additional fee to obtain. The data conversion team and your onboarding representative will reach out to your existing vendor to confirm what can be converted and advise you of any fees that may be associated. If you would like to transfer other data not typically provided, we can attempt to obtain it. However, the process can take four to five weeks and is not guaranteed.
Your workflow settings are not converted to BestRx automatically.
If you would like to replicate your pharmacy’s current workflow settings, including how certain triggers and queues function, be sure to alert your onboarding representative. That way, they can help you adjust these settings in BestRx the morning of your go-live. While we may not be able to replicate all your workflow settings, your representative will set up your workflow in BestRx as close as possible to the one you were utilizing before.
In most cases, you will be able to use your existing label design.
You’ll just need to submit an image of your current label and your onboarding representative will work to develop a close (if not exact) match. We just ask you to provide a blank example of your current label and its stock number as soon as possible, so they can begin reviewing the alignment and content.
This will depend on the device, and whether it meets our basic hardware specification requirements, which can be found in our welcome packet.
In most cases, we can accommodate existing hardware, unless it falls below our minimum requirement. In that case, you would need to purchase a new, compatible device. Additionally, if you’re using a device that is not listed in our spec sheet, we strongly recommend having your onboarding representative test it to confirm its compatibility.
Currently, we are integrated with:
– Eyecon (9400 and 9420)
– Kirby Lester
– Parata
– VIVID Pill Counter
While you can cancel or postpone your go-live, there is a high probability that in doing so, you will experience issues and/or disruptions with your current software.
For this reason, we ask that you please notify your onboarding representative as soon as possible to minimize the impact on your pharmacy.
To help you become comfortable with your new software, we offer multiple training resources for you and your team.
This includes an online Tech Manual that can be accessed directly through your BestRx software and, an extensive library of on-demand pharmacy software training videos.
We strongly encourage you and your staff to begin working in the BestRx test environment prior to your go-live. You can always contact our expert customer support team for assistance with any questions you have as well.
