TherapyAppointment 2.0 has a number of features that are not available in the legacy system, including:
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.
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:
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 “email@example.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.
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.
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
* 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!