May 2009

Changing your software system

by Dr. Stephane Laverdiere

So many chiropractors find themselves ensnared in software that never seems to change or advance. When a software company makes that initial sale they really don't have any incentive to continue to develop the product to meet your changing needs. That's a downfall of buying a system versus a lease-to-own with a support package. They're satisfied to have sold you software and often you're left to figure things out yourself.

That's okay if you're computer savvy and have all the time in the world. But as chiropractors we're trained to correct spinal subluxations, not computer and software subluxations. A company geared toward customer service will have an amazing training program and follow up. You should also be provided with on-going training very much like a lunch and learn program.

This leads to the next question. How often is your software providing new releases? Maybe you have a software system that has a new release every year and it's simply to fix problems and add minor enhancements. Those enhancements might even create havoc with the current way you use the system and you may even decide not to update.

There are a number of reasons why companies create updates. They do it in order to:

***  Entice you to pay for upgrades

***  Fix problems

***  Add enhancements

Make sure you look for a software system that includes all your updates and has a rigid programming schedule. Put simply, they know where they're going and how to get there.

Good software is one that is constantly evolving, adding new products and web services to meet the demands of growing businesses. As technology changes, if we want to remain viable in this economy, we need to change and adapt to new technology. Patients are expecting more and if you don't provide it someone else down the street will meet those expectations. The software system you're using can make or break the patient's perception in your office. Do you want to be known as old school or new school?

If your current software is meeting your needs and keeping up with all the available web services and advanced features then great. What happens when they're not keeping up with new technology and you want to make a change? Unfortunately so many offices settle for second best simply because they're afraid to change or disrupt the office.

What are your options for making the shift and what should you do?

Search for a company that will provide you with a data conversion for your current system. Is that possible and do companies provide that type of service? From experience I can tell you that very few companies provide a data conversion and if they do, it's very limited. If a conversion is available, ask them in advance what to expect from the conversion. If they haven't previously converted your system it will require a larger investment in time on their part and your cooperation. You won't know how much information is going to be converted until you receive the final result. Since you're treading into the unknown, ask for previous conversion referrals.

If they don't provide a conversion, be prepared to hear one of these four common reasons why:

1. Your current system is so outdated we can't possibly retrieve any data.

2. Your current system might be corrupted and we don't want to transfer corrupt data.

3. Your database is protected and we can't access the database.

4. We simply don't provide database conversions.

If the company you're looking at states any of these four reasons, what's your alternative?

Should you decide to go with this company you'll be required to manually enter all your current patients' demographic information, appointments, charges and insurance information into the new software. Can you image the hundreds of hours of work this will create for you and your staff? You risk the chance of frustrating and losing your staff along with some patients as well.

Or, you can search for a software company that's willing to take the time to look at your data and give you some advice. A world class team will be able to analyze your database and give you feedback regarding the amount of data that can be transferred. In many cases they should be able to transfer all your data saving you hundreds of hours of work and thousands of dollars of data entry.

Just remember there are options. The level of service you receive converting your data and the quality of training you receive will certainly reflect the level of support you can expect in the future.

(Dr. Stephane Laverdiere is a 1995 graduate of National College. For more information about Atlas Chiropractic System, call 877-602-8527 or e-mail acs@atlaschirosys.com , or visit the website at www.atlaschirosys.com .)