We are steadily moving customers to our new system, TherapyAppointment 2.0. You may have questions about migrating to the new system from the Legacy system. The information below should help you decide when to schedule your migration.

Advantages of moving to TherapyAppointment 2.0

TherapyAppointment 2.0 has a number of features that are not available in the legacy system, including:

    • Full integration with Zoom for Healthcare, a robust, HIPAA-compliant telehealth system
    • Ability to create complex forms and questionnaires for clients to complete online
    • E-signature and automatic storage of any document or form presented to your clients online
    • An intuitive "drag and drop" system for your appointment schedule
    • Schedule integration with your Google Calendar or iCal which preserves privacy
    • Greater flexibility of scheduling for multiple office locations or telehealth / in person sessions
    • Enhanced reporting, including graphing, filters, and exportable data for insight into practice trends
    • A handy "dashboard" view of your practice to remind you of tasks that need attention
    • "Fix This" claim repair tools to ensure submission of clean claims
    • "Single line for single transaction" client accounting, consistent with most traditional accounting systems
    • Separate "due from client" and "due from insurance" calculations
    • Enhanced security via two-factor authentication: simple password resets, no secondary passwords
    • Continuation of almost all features present in the Legacy system
    • Almost all data previously entered into your Legacy account will be transferred over automatically
    • Your monthly fee will be "grandfathered" (excluding add-on features such as telehealth)

We will provide transition training for you and/or your staff in a variety of formats: videos, help articles, a comprehensive user-guide, a live webinar prior to the transition, and a second live webinar after the transition. We also provide a "sandbox" environment that allows you to practice with the new system prior to the transition, using a fake practice and fake clients. You can make as many mistakes there as you like without endangering any real data, gaining experience prior to migration.




Should I move now, or later?

As you well know, change can be difficult: even a move to a nicer house involves disruption during the transition. Some considerations for this move are:

    • Although prior session notes and other records of prior appointments will transfer over to the new system automatically, prior financial transactions will NOT be transferred over. Through extensive testing, we discerned the best way to migrate you to 2.0 without interrupting your business. This involves migrating all of your clients, their demographic information, insurance policies, treatment plans, documents, future and past appointments, reminders, chart notes, alerts, and memos, but not the billing history. You will retain access to Legacy to look at old financial records, and start with a “clean slate” in 2.0, entering all new financial information there. See the footnote below for a detailed explanation of why this is necessary, and how you will be able to manage this transition. *
    • There will be a short learning curve, of course, just as you experience with a new car or a new television remote. If you practice in the "sandbox" prior to migration, you will soon be on the downhill slope of the learning curve. Rest assured that the vast majority of customers who have already migrated report loving the new system, finding it intuitive and easy.
    • There is some information that will have to be entered into the new system prior to first use. It may take an hour or so to get it up and running that first day (less time if you are a solo provider). Some things that you will have to do are: establishing a new availability calendar, reestablishing supervisor roles and practice locations, uploading new intake packets and practice logos, and reestablishing client login credentials for each client who uses the Patient Portal. Details on all these tasks will be sent to you after the migration is complete; you can view these here if you would like to see them now.

 

Questions and Answers:


When can I expect to migrate to the new system?
If you are the owner of your account/practice (i.e. you pay us directly for your use of the TherapyAppointment system) then please contact us by emailing “support@therapyappointment.com” to review your eligibility for migration. If all members of your group have completed the necessary requirements then we will approve your group for migration, at which time you will be able to select a date for your migration. If there are requirements that still must be completed, we will identify those and give you instructions on how to complete them. If you’re not in a hurry to migrate, there’s no rush!

How will I access Legacy to complete billing for pre-migration client sessions?
Once migrated, you will no longer be billed for your Legacy account(s). You will still be able to log in to your account(s) via the Legacy login page. After migration, you will still be able to view and update information related to billing. For each patient file you will still see the Posting button, Statement button, and the SuperBill button. You also will maintain access to the Statistics button for reporting.

Will auto-posting of ERAs continue to work?
Yes; we can recognize whether a payment needs to be handled by the new system or the old system, and post them appropriately.

How will I be able to run therapist income reporting? Income tax reporting?
You will need to run totals from each system separately until you are no longer making payment or refund entries into the accounting ledgers in Legacy. If you have been keeping up with collections, this should only affect one or two months of your payroll. For taxes, you will simply need to add two income figures together to get a grand total.

Is my practice currently eligible for migration?

As a part of ongoing efforts to enhance security in relation to HIPAA compliance and overall best practices, the 2.0 system has much more rigid definitions of what constitutes a group practice. Those are:
 
    • Single practice owner (one person pays for all accounts in the practice)
    • Shared Group NPI/EIN (only one group NPI or Tax ID can be in use by all providers in the practice, each provider can still bill under their individual NPI or Tax ID)
    • One set of "Practice Settings" (includes the practice name, locations, group NPI, etc.)
    • A single Office Ally account (for claims submission)
    • A single credit card merchant service account (if this feature used)
    • Accounts cannot be detached. If a provider leaves the practice they will leave their account behind.

If your existing Legacy group does not fit the above definition of a practice, we need to discuss how to make alterations to the account. Please connect with our support team for more information.

We will have a new "external agent" account type which allows a shared admin or billing service to maintain access to all of the providers that they work with, within a single login. This will permit a true group practice to use an external billing service located elsewhere. I will also permit a more informal affiliation of independent providers to share a single in-house admin.

 

What you can do to prepare for migration


We have many resources that you can examine at a time that's convenient for you: https://support.therapyappointment.com/

Some topics relevant for migration are highlighted below:

In addition, you can create a free training account/practice by going to our training environment ("sandbox") here: https://beta.therapyappointment.com

    • If you are a solo provider, sign up as if you are starting a new practice
    • If you are with a larger group, it may be easier to use a preconfigured group account. Email denise@therapyappointment.com for login credentials.
    • Don't use real patient information. Have fun making up clients like "Mickey Mouse."
    • No data entered here will transfer over to your actual account; it is regularly deleted.



 

* Why Legacy financial transactions are not transferred into Version 2.0:

There are three basic reasons: (1) Version 2.0 has a more complicated accounting structure, tracking both "due from insurance" and "due from client." The Legacy system didn't track these as different totals. (2) Legacy let you deal with some transactions in a variety of different ways, e.g. reducing fees for a sliding scale client, or handling write-offs. Version 2.0 insists on uniformity. (3) Transactions that started in Legacy (e.g. insurance claims) are best finished in Legacy, rather than trying to start in one system and finish in another.

We apologize for any inconvenience, but there is simply no solution to this trio of accounting issues. There are two easy ways to handle this issue, since you will retain access to the Legacy system even after you migrate to the new 2.0 system:

(1) You can take the "bottom line" amount owed by a client in their Legacy account and enter it into Version 2.0 as a "balance forward." This has the advantage of creating a single monthly statement for clients, but the disadvantages of hiding prior transaction details from view, and making it necessary to update the "balance forward" amount as payments are posted for pre-migration sessions.

(2) You can treat the Legacy and 2.0 systems as entirely separate, and simply include both statements in the envelope when you mail them. This has the advantage of simplicity, but the disadvantage of being more confusing to your clients.

The choice is yours. Our support staff will be available to assist you with any "nuts and bolts" issues that may arise--we've already helped hundreds of therapists and practices to manage this transition!