Conversion Process

Let us help you make the process as easy as possible

Stage 1: First Pass – “trial run”

TIMELINE: 3-5 weeks

Each software conversion is done in two passes, a First Pass and a Final Pass. The First Pass acts as a “trial run” and gives you the opportunity to set up your hardware, begin the basic setup of the software, and begin data transfer and backups.

11. Data Cleanup

Cleanup and delete inactive patients, close open invoices, etc.

22. Data Transfer

Make a data backup and sent it to us for initial conversion.

33. Initial Setup

Set up any new hardware and begin basic software setup and training.

Stage 2: Data Review

TIMELINE: 3 weeks

The time between the First and Final Pass is a great opportunity to start training your staff on the software!
Your template reminders will also be set up between your first and final pass.

4

First Pass Review

Review accuracy of your data, and make a final data backup.

Stage 3: Final Pass – “go live”

TIMELINE: 1-2 days

Upon completion of the Final Pass you will go “live” with AVImark. The Final Pass updates your client and patient records from the time your First Pass backup was made. Once we receive and convert your final data backup your conversion process is complete!

5Final Backup

Upload the data to our secure FTP site or ship us your final backup. We will convert the data the very next day.

6Go Live!

We will convert your final data export and ensure a smooth start in your new software system.

What do we convert?
  • Client Information
  • Patient Information
  • Medical History
  • Treatment Listing
  • Inventory Listing
  • Users
  • Appointments
  • Account balances
  • Patient Estimates
For questions regarding the conversion process, contact us at:

The Details

5

First Pass

The First Pass acts as a “trial run” and gives you the opportunity to set up your hardware and begin the basic setup of the software.

The time between the First Pass and the Final Pass is also a great time to start training your staff on the software. During this period, you will still be using your previous system for your daily transactions.

The process of completing the data conversion, ensuring quality control and data entry can take 4 to 6 weeks.

When you are ready to send in the data for your First Pass, you can upload your data to us through our secure ftp site, along with the following examples:

  • 4 patient charts including
    • Client information
    • Patient information
    • Any notes or alerts
    • Medical history including code, description, and any notes or lab results
  • 2 pages of your Accounts receivable
  • 2 pages of your Treatment list including, code, description, price
  • 2 pages of your Inventory list including, code, description, price, cost, barcodes (if you use them)

6

Final Pass

Upon completion of the Final Pass you will go “live” with AVImark.

The Final Pass updates your client and patient records from the time your First Pass backup was made. All of the changes that you made to your inventory and treatment list, and to your reminder templates will not be overwritten, but there are some things that will be overwritten.

A list of the things that will and will not be overwritten will be sent to you along with the First Pass. When you are ready to go “live” with AVImark, it is very important that you make an appointment with us before sending in your final backup. This is for your benefit as much as for ours; we want to have a sufficient amount of time to work on your final data and this is difficult if we receive unannounced Final Passes.

You can also upload the data for your Final Pass to our secure ftp site, making the transfer faster and more efficient.

You will upload a current copy of your existing system, we will convert the data and upload to our ftp site allowing you to electronically download the files to your computer the day after we receive it. You should only have to re-enter one to two days worth of data back into AVImark after you install your Final Pass.

What Do We Convert?

Our Full Scope Data Conversion supports the conversion of client information, patient information, medical history, treatment list and inventory list to the
AVImark software. Please click here for full list.

Contact our Data Conversion Staff for special requests or questions regarding these services at conversions@avimark.net or 1-855-838-7638 Option 3

Contact our Data Conversion Department to verify pricing at conversions@avimark.net or 855-838-7638 Option 3, sub-option 1.