An old problem with a really simple solution. When converting to a new practice management system, everyone immediately wants to have the existing AR converted to the new platform. The reasoning is that it will simplify the daily work of those who are daily working the various aspects of accounts receivables.
But of course, converting AR is not a simple thing.......and if you have ever had to write the specs for conversion, as I have, you can potentially end up with a nightmare; the exact opposite of what you are hoping to achieve.
Not only do you have a new platform and new software driving AR transactions, you have a huge learning curve for users. This is most often seen as hospitals incorporate new practices into their "family" of services and of course want everyone on the same platform.
It is also seen as providers realizing their need to migrate to a system that will give them capabilities to merge EHR data into AR data that conversion takes place.
By starting the new software with a "tabula rasa"......a clean slate if you will.........gives the opportunity for users to work within the new software as that AR evolves. Of course you will convert all the tables and select that options most suited to your practice situation...you will load all the demographic data (this conversion alone is a challenge) and take the opportunity to clean up all the outdated information in current system. Think ahead should be the mantra for conversion.....not re-creating status quo.
So what about the existing AR? The AR specialists that now work claims/denials/re-files in your existing system will still have the opportunity to perform those tasks in your existing system as new AR is ramping up. It will take time from the day you first file charges from your new software until you receive that first payment/denial file. By using that time wisely to productively work on that existing AR.......when that first file comes into new software.....peel off a few persons to begin the new process. Leave a team working the old AR until sufficiently "run down".
Another option might be to outsource the existing AR and have them perform the run down as your team focuses on learning and working in the new software.
The ideal option is a hybrid of having your own staff work and out-sourcing. Have your staff work the existing AR until the first payment files start rolling in to new platform, then outsource the remaining. This will allow you to cost efficiently post payments and denials in existing software without paying someone to get a percentage of what would have posted cleanly anyway, and get your staff quickly up to speed on new software.
Think about your options before you click the auto-pilot button as you plan for new software.