Converting to RxWorks

Converting to RxWorks

Estimated reading time: 8 min

RxWorks have been performing data conversions for 15 years. Within that time we have converted many third party legacy systems from around the world.
Our dedicated project management team, along with this document will guide you through the conversion process.

“Download our Guide for Converting to RxWorks in PDF format”

What is a conversion?

A conversion is the process of extracting data from one software database and aligning it into another.

Why Do I Need To Convert My Data?

Because each practice management system uses its own unique database structure, we run a data conversion so you can keep all your client and patient history when changing from your current practice management system (PMS) to RxWorks.
Your data will not change, just the way it is being saved into your new RxWorks database.

Databases That RxWorks Convert

Below are some examples of legacy systems RxWorks convert data from. If your legacy system is not listed, please “click here to talk to an expert” to arrange an evaluation.

Animal Intelligence Midshire VetCare
AT Systems NetVet VetLink
Avimark PetNet VetPAS
Cornerstone Premvet Vetscope
Daisy-Cache ProvetNet VetSoft
Daisy-MSM Quickvet VetTech
Delbatron RoboVet VetWare
DVM Manager Televet Vetwise
Ezyvet TNG Vision
Harmony Ventana VIVA
Jupiter Verifac Maestro
MacVet Verifac Expert

What database type does RxWorks use?

RxWorks’ database structure has been developed based on extensive industry research, and careful review into the emerging trends of modern practice management.
The database type used by our software is “Microsoft SQL Server”.

This is a Relational Database Management System (RDBMS) developed by Microsoft. It is robust and designed to have many hundreds, or even thousands of users accessing it at any one point in time. Microsoft Access on the other hand, is not as proficient in handling this type of use.
Microsoft SQL Server also contains some advanced database administration tools that enable organisations to optimise databases, configure security accounts/roles, transfer data between other disparate sources, and allow more flexibility with backups.

By utilising “Microsoft SQL Server”, RxWorks can offer you more from its software. An example is our “Data Access Module”, which gives you powerful advanced reporting. Another example is the ability to perform data replication with our “Mobile Veterinarian Module”. There are many others.

Current Microsoft SQL Versions and Hardware Specifications

Below is a list of the MS SQL versions currently being used by RxWorks and the hardware specification needed for each MS SQL version:

  • 2008 Express All versions Up to 5 Workstations < 1.2 gig CPU, 1 CPU, Ram 2 gig
  • 2008 Express All versions 6 – 10 Workstations < 1.2 gig CPU, 1 CPU, Ram 3 gig
  • 2008 Express All versions 11 – 15 Workstations < 1.2 gig CPU,1 CPU, Ram 4 gig
  • 2008 Standard All versions and Mobile 15 – 25 Workstations > 1.5 gig CPU, 2 CPU’s, Ram 4 gig
  • 2008 Standard All versions and Mobile 25 + Workstations > 1.5 gig CPU, 4 CPU’s, Ram 4 gig
Clinics at this level (2008 Standard All versions and Mobile 25 + Workstations) and above may require a standalone SQL server as well as their Terminal server. Alternatively could be a 64 bit server running 4 cores (eg quad core or 2 dual cores) and 8 gig of RAM or Windows 2003 Enterprise edition which allows for 8 gig of RAM and 2 quad processors.

What Data Gets Converted?

The practice management system you are converting from determines how much data will be converted. For a complete list of data converted for your current practice management system, please “click here to talk to an expert”.

Converted Data List

The references below can be used as a general guide.

Client Details

Surname, First Name, Title, Initials, Company Name, Address Details, Map Reference, HOME Phone, Work Phone, Fax, Mobile, Email, Account Type, Deactivated Flag, Credit Limit, Discount Class, Account Balance, Client Notes, Preferred Doctor, File Attachments.

Patient Details

Name, Species, Breed, Colour, Sex, Patient Notes, Birth date, Weight, Neutered, Deactivated, Deceased, Microchip, Allergies, Notes, Insurance Details, File Attachments

Patient Reminder Details

Reminder types, Reminder Dates

Patient History

History Notes, Date of History, Consulting Doctor, Items (fees) charged, Financial Amount

Financial History

Balance Transferred, History of Invoices, Full History of Adjustments, Full history of payments

Stock/Inventory Details

Item Name, Service Group, Cost Price, Sale Price, Markup %, Pack Size, Tax Rate, Dispensing Fee, Stock Order Code, Purchase Details

RxWorks recommend to all clients they keep a working copy of their current practice management system. This can be run on a computer to then be referenced for historical data if needed.

The Conversion Process

Our conversion process will ensure your existing data is mapped into an RxWorks database correctly before ‘Going Live’. There are four steps involved, which are as follows:

  • “Extraction” of your existing data
  • “Mapping” your data
  • “Testing”your data in RxWorks
  • “‘Go Live'” Preparation
  • We’ll guide you through each of these steps. Through each, you will be advised on what RxWorks needs, and what you can expect from us.

    You’ll be able to continue working on your current practice management system until we’re both ready to ‘go live’ with your RxWorks software.

    Step 1 – Extraction of Your Existing Data

    Step one is where the data from your current practice management system is extracted.
    An RxWorks Project Manager will work with you to ensure the process has minimal disruption to your practice.

    How long does the data extraction take?

    The time it takes to complete your data extraction can be affected by a few variables. For example, if you require RxWorks to do the extraction for you, and there are no problems connecting to your network, your internet speed is fast and the amount of data to be extracted is not too large, it may only take a couple of hours. On the other hand, if your IT technician or current PMS provider needs consulting, data extraction may take several weeks, depending on the speed of their communications.

    Whilst the data inside a database is yours, the way that data is stored is the intellectual property of your PMS manufacturer. RxWorks ensure we do not infringe on any of their legal rights.

    What You Need To Do For Step 1

    Where sensible, we encourage your database extraction to be done by yourself or your current PMS provider. You can also help us by providing screenshots of your current PMS and a current client debtors list.

    1. Provide an extraction of your current PMS database

    There are many software providers on the market, and they are all different.
    This means no set method for data extracting suits them all. But don’t worry – we give you full instruction on how, and your RxWorks Project Manager will coordinate with our global support team to assist you. How you provide the data to RxWorks will vary depending on the extraction’s file size, your network speed, internet availability and practice location. We will arrange a solution to suit you.

    2. Provide screenshots of your current PMS

    Screenshots will allow us to see how the information in your database is shown through your software’s graphical user interface (GUI). This is helpful when searching for information in your legacy data and for ensuring data is converted correctly. We will check the converted data in RxWorks against your screenshots. We recommend you provide ten screenshots that include the following sections of your current PMS solution:

  • Client information
  • Patient Information
  • Patient visit history
  • Items
  • Financial history
  • Patient Reminders
  • 3. Provide a debtors list

    A client debtors list will help us ensure all your outstanding debtors are accounted for and all client balances are correct.

    If You Require RxWorks To Extract Your Data

    If you require RxWorks to extract your data, please speak with your Project Manager to discuss formal requirements prior to proceeding. In addition to criteria 2 and 3 under ‘What you need to do for step1’, RxWorks will need access to your “practice network”, and the computer your current practice management system database in on.

    1. Provide access to your network

    We will need secure access to your practice network. This will ensure we have access to the computer/s where your practice management software data is stored. Only a skilled RxWorks staff member will be given access permission.

    If you do not own an “RxWorks server”, and your network security does not allow easy access, cannot be configured to our requirements or it is continually disrupted, this first stage of a conversion will become delayed. In this case, we recommend speaking with your local IT technician to organise a solution such as Remote Desktop Procedures or “LogMeIn”.

    2. Provide access to your database

    Once RxWorks has access to your database, we can start extracting. The contact details of your current software provider may be needed. In most instances, we can extract data without them. However, in some cases, their security may not allow easy data extraction.

    3. Provide screenshots and a debtors list

    Please refer to criteria 2 and 3 under ‘What you need to do for step1’.

    Step 2 – Mapping Your Data

    This is where the data from your existing PMS is linked to the equivalent for RxWorks. During this process, is the opportunity to tidy up your data. For example, any misspelt records and duplicates in your patient breeds and species lists will be linked to the correctly spelt item in RxWorks. Financial balancing adjustments will also be addressed to ensure client outstanding balances (aged debt) are correct.

    What You Need To Do For Step 2

    During this stage, an RxWorks Client Services Implementer will prepare a “Data Alignment Spreadsheet” for you. Once that is done, you will be required to complete it. Our conversion team may also request specific screen shots if they need to clarify any data for the conversion.

    Assisting to Align Parts of Your Data

    Data in your current database structure will be aligned or ‘matched’ to your new RxWorks database structure. Another term you may hear this being referred to is ‘mapping’.
    There are many sections to be mapped in the “Data Alignment Spreadsheet”.
    These include:

  • Patient Breed List
  • Patient Species List
  • Patient Custom Fields
  • Patient Reminder Types
  • Patient Sexes
  • Patient Colours
  • Client Account Categories
  • Client Account Types
  • Client Bank Accounts
  • Client Phone Number Types
  • Client Titles
  • Item Markup Groups
  • Item Service Headings
  • Item Suppliers
  • Transaction types
  • Once the spreadsheet is ready, an RxWorks Client Services Implementer will place it on a test server. They will provide the connection details and guide you on how to complete the spreadsheet. Once done, we can continue to step 3 of the conversion process. If you are joining an existing practice that is already running RxWorks, we will align your legacy data with the current RxWorks data. If you are starting out with RxWorks, we will align any legacy data with a set of base information that is part of the standard RxWorks database.

    Please see the following page for more detailed instructions on completing the RxWorks “Data Alignment Spreadsheet”.

    Step 3 – Testing Your Data in RxWorks

    Here, we load your mapped data into an RxWorks SQL database. Validation checks will be performed to ensure all your data has been converted correctly. You will be presented with a ‘test’ conversion for checking before getting ready for ‘going live’.

    What You Need To Do For Step 3

    During step 3, please ensure timely communication and checks of your test data.

    1. Check your test conversion data is correct

    Checking a test conversion is vital. It is your opportunity to review the converted data and identify any discrepancy before you go live. Test conversions and other essential checks are performed on dedicated RxWorks test servers. Your RxWorks Client Services Implementer will provide the login details and how to connect. If you are converting data for a branch practice, test conversions and checks may be performed on your own practice server for convenience.
    Once the test conversion has been checked, your Client Services Implementer will provide a pre-conversion signoff form that will assist you in checking all aspects of the conversion have been covered. Sign this and return. If required, note down any potential issues for our conversion team to check.
    An RxWorks Client Services Implementer will provide the assistance you require during testing. However it is your responsibility to ensure the test conversion data is accurate. Once you sign off, RxWorks will not be responsible for any errors not identified and reported.

    Step 4 – Getting Ready for ‘Go-Live’

    Once the test conversion is approved, your RxWorks Project Manager will arrange three (3) important dates with you in preparation for Go Live’.
    These are:

    1. Final extraction date/time.

    This agreed date is crucial. It is the final extraction of your current PMS data. After this date/time any information entered into your current PMS will not come across into RxWorks. For this reason, we recommend no longer using your old PMS after this agreed date.

    2. Final conversion date

    This usually coincides with the final extraction date. Data is converted immediately after the extraction to ensure minimal disruption to your practice.

    3. Live conversion audit time

    As a final check RxWorks recommends an audit of your live system before formal go live.

    RxWorks offer on-site assistance for the go live date of your conversion. Please discuss this option with your RxWorks Project Manager or “click here to talk to an expert”.

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