Converting from OfficeMate to the AcuityLogic Scheduler

Converting from OfficeMate to the
AcuityLogic Scheduler
In this document:
• Pre-Conversion Checklist, 1
• AcuityLogic Admin: Converted Scheduler Settings, 2
• AcuityLogic POS and AcuityLogic BackOffice: Converted Appointments, 6
This document explains how your appointments, resource schedules, and other
OfficeMate Scheduler settings are converted from OfficeMate to AcuityLogic
Q4.2012.0. Read this document before you convert to AcuityLogic Q4.2012.0 so
that you are prepared to use the AcuityLogic Scheduler.
All of your appointments and most of your Scheduler settings convert from
OfficeMate to AcuityLogic. Due to some differences between OfficeMate and
AcuityLogic, you will need to perform some setup tasks before and after your
conversion. All tasks that require your attention are called out in checklists.
NOTE
This document was last updated on December 13, 2012 and is
applicable to Q4.2012.0. This document is subject to change at any
time without notice.
Pre-Conversion
Checklist
In order to minimize the setup time after your conversion, Eyefinity recommends
that you complete the following tasks before your conversion from OfficeMate to
AcuityLogic:
Completed Task AcuityLogic Admin Location
Set up your exams/services in the Product
module in AcuityLogic Admin.
Make sure that all of your resources in
OfficeMate that you plan on scheduling in
AcuityLogic already have employee profiles in
AcuityLogic Admin.
Make sure that your resources in OfficeMate are
not scheduled outside of the office hours that
you have set up in AcuityLogic Admin. For
example, if Sally Doctor is scheduled to work
until 6pm at Office A in OfficeMate, make sure
that Office A is open until at least 6pm in
AcuityLogic.
Product > Other Items > Item Type >
Exams
Company > Company Setup >
Employees
Company > Company Setup >
Offices > Hours
®
Converting from OfficeMate to the AcuityLogic Scheduler 1

Converting from OfficeMate to the AcuityLogic Scheduler
AcuityLogic Admin: Converted Scheduler Settings
AcuityLogic
Admin:
Converted
Scheduler
Settings
For detailed
instructions on
setting up the
Scheduler in
AcuityLogic Admin
On-Premises, see the
Setting Up Your
Company in
AcuityLogic Admin
On-Premises
document at
www.officemate.ne
t/pdfs/AcuityLogic/
Company
Setup.pdf.
In AcuityLogic, setting up the Scheduler is performed in AcuityLogic Admin, so
you can find all of your Scheduler settings and preferences in AcuityLogic Admin
after your conversion.
Resource schedules and service templates can be set up in both AcuityLogic
Admin and AcuityLogic POS.
This section explains how Scheduler setup areas are converted from OfficeMate
to AcuityLogic Admin, and tells you what tasks you should perform after your
conversion.
Topics include:
• Services and Scheduler Services, 2
• Resource Setup and Schedules, 3
• Service Templates, 3
• Preferences, 3
• Service Reminders, 4
• Insurance Reminders, 4
• Appointment Icons, 4
• Post-Conversion Checklist: AcuityLogic Admin, 4
Services and Scheduler Services
Services/exams are not converted from OfficeMate to AcuityLogic. Eyefinity
recommends that you set up services in AcuityLogic Admin before your
conversion.
Since services do not convert from OfficeMate to AcuityLogic, your Scheduler
service settings (the services that are available in the Scheduler and the colors
associate with these services) do not convert to AcuityLogic either.
After your conversion, mark whether or not services can be scheduled in the
Scheduler, and assign colors to those services.
2 Converting from OfficeMate to the AcuityLogic Scheduler

Converting from OfficeMate to the AcuityLogic Scheduler
AcuityLogic Admin: Converted Scheduler Settings
Resource Setup and Schedules
Most of your resources in OfficeMate convert to AcuityLogic. This list describes
how your resources are converted:
• Each resource’s Scheduler settings (Allow Overbooks, Max Overbooks,
Exam Minutes) from OfficeMate will be added to his or her employee profile
in AcuityLogic Admin.
• If a resource has any appointments assigned to him or her in OfficeMate, the
resource will have the Allow to be scheduled/Allow Schedule check boxes
selected in AcuityLogic Admin.
• Each resource that is set up as an Other Resource in OfficeMate will have
the Non-person resource check box selected in his or her employee profile
in AcuityLogic Admin.
• All resources that have schedules and appointments in OfficeMate will have
the same schedules in AcuityLogic Admin.
• If a resource in OfficeMate has a schedule at an office, but does not have
any appointments assigned to him or her at that office, the resource will not
be assigned to that office in AcuityLogic, and therefore will not have a
schedule for that location.
• In AcuityLogic, each resource can be assigned to multiple locations, but you
cannot schedule a resource for the same time slot at multiple locations. Any
resource that is scheduled at different locations during the same time slots
in OfficeMate will have his or her schedule after the conversion. However, if
you delete one of his or her scheduled time slots at one location, you will not
be able to re-create that available time slot while he or she is still scheduled
at another location.
Service Templates
Service templates for providers and staff resources convert from OfficeMate to
AcuityLogic. However, since services do not convert from OfficeMate to
AcuityLogic, none of your service templates will have service groups. Until you
assign services to the templates, all converted templates are read-only in the
Scheduler.
Service templates for resources that are marked as Other Resources in
OfficeMate do not convert to AcuityLogic.
Preferences
Most of your OfficeMate Scheduler preferences convert to AcuityLogic. However,
due to differences between the two systems, not all OfficeMate preferences exist
in AcuityLogic.
Converting from OfficeMate to the AcuityLogic Scheduler 3

Converting from OfficeMate to the AcuityLogic Scheduler
AcuityLogic Admin: Converted Scheduler Settings
This list explains how your OfficeMate preferences are converted:
• Phone Number: This preference does not exist in AcuityLogic; each patient
is required to have a phone number in AcuityLogic.
• Insurance: This preference converts.
• Patient for Appointment: This preference converts.
• Appointment Type: This preference does not exist in OfficeMate; defaults
to “Warn if missing.”
• Scheduler Colors: This preference does not convert; colors are set to the
default AcuityLogic system colors.
• Overrides: This preference converts.
• Default Scheduler View: This preference does not convert, since
AcuityLogic has different view options; defaults to “Calendar View.”
• Past Date Appointments: This preference does not exist in OfficeMate;
defaults to “Warn if missing.”
Service Reminders
Service reminders that are assigned to All Resources are not converted. All other
service reminders are converted, but since services are not converted, services
are not assigned to any of the service reminders.
Insurance Reminders
Insurance reminders do not convert from OfficeMate to AcuityLogic.
Appointment Icons
AcuityLogic does not use appointment icons, so your appointment icons in
OfficeMate do not convert to AcuityLogic.
Post-Conversion Checklist: AcuityLogic Admin
The table below lists the tasks that you should perform after you convert to
AcuityLogic Q4.2012.0. Depending on your settings and resource schedules in
OfficeMate, some tasks may not apply to you. For example, if you do not use
service templates in OfficeMate, you do not have to perform any tasks related to
setting up service templates in AcuityLogic.
Completed Task AcuityLogic Admin Location
For each location, mark which services are
available to be scheduled, and assign colors to
those services.
Review the employee profiles of your resources
in AcuityLogic Admin.
Company > Company Setup >
Offices > Setup
Company > Company Setup >
Employees > Last Name hyperlink
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Converting from OfficeMate to the AcuityLogic Scheduler
AcuityLogic Admin: Converted Scheduler Settings
Completed Task AcuityLogic Admin Location
Review the resource schedules in AcuityLogic
Admin.
If you have a resource who has a schedule for
an office in OfficeMate but does not have any
appointments at that location, assign that
resource to the office and set up his or her
schedule, since this resource’s schedule does
not convert from OfficeMate to AcuityLogic.
Review the service templates for your resources
in AcuityLogic Admin.
Set up the service groups for each service
template in AcuityLogic Admin.
Set up service templates in AcuityLogic Admin
for each resource that is marked as an Other
Resource and has service templates in
OfficeMate, as their service templates are not
converted.
For each location, review Scheduler
preferences.
For each location, review your service
reminders.
For each location, assign a service to each
service reminder.
If you have service reminders that are assigned
to All Resource in OfficeMate, set up those
service reminders in AcuityLogic, since they are
not converted
Set up insurance reminders in AcuityLogic
Admin.
Company > Company Setup >
Employees > Hours > Resource
Hours Setup tab.
• To assign employees to offices:
Company > Company Setup >
Offices > Employees
• To set up schedules: Company >
Company Setup > Employees >
Hours > Resource Hours Setup tab
Company > Company Setup >
Employees > Hours > Service
Template Setup tab
Company > Company Setup >
Employees > Hours > Service
Template Setup tab
Company > Company Setup >
Employees > Hours > Service
Template Setup tab
Company > Company Setup >
Offices > Preferences hyperlink
Company > Company Setup >
Offices > Reminders > Service
Reminders tab
Company > Company Setup >
Offices > Reminders > Service
Reminders tab
Company > Company Setup >
Offices > Reminders > Service
Reminders tab
Company > Company Setup >
Offices > Reminders > Insurance
Reminders tab
Converting from OfficeMate to the AcuityLogic Scheduler 5

Converting from OfficeMate to the AcuityLogic Scheduler
AcuityLogic POS and AcuityLogic BackOffice: Converted Appointments
AcuityLogic
POS and
AcuityLogic
BackOffice:
Converted
Appointments
For more information
on using the
Scheduler, see the
Scheduling
Appointments in
AcuityLogic POS
document at
www.officemate.ne
t/pdfs/AcuityLogic/
Appointments.pdf,
or the Scheduling
Appointments in
AcuityLogic
BackOffice
document at
www.officemate.ne
t/pdfs/AcuityLogic/
Appointments_Back
Office.pdf.
This section explains how appointments and appointment details are converted
into AcuityLogic POS and AcuityLogic BackOffice, and tells you what tasks you
should perform after your conversion.
Resource schedules and service templates can be set up in both AcuityLogic
Admin and AcuityLogic POS; for more information on how schedules and service
templates are converted, go to “AcuityLogic Admin: Converted Scheduler
Settings” on page 2.
Topics include:
• Appointments and Appointment Details, 6
• Post-Conversion Checklist: AcuityLogic POS and AcuityLogic BackOffice, 7
Appointments and Appointment Details
All of your appointments, recurring appointments, non-patient appointments,
recurring non-patient appointments, exceptions, and recurring exceptions
convert from OfficeMate to AcuityLogic. You will be able to view and modify these
appointments and exceptions in the Scheduler.
This list explains how your OfficeMate appointments are converted:
• AcuityLogic does not use appointment icons, so any appointment icons you
used in OfficeMate will not display in AcuityLogic.
• When viewing an appointment in the Calendar View and the Book View, the
name of the service displays with the appointment. However, for converted
appointments, the service name is read-only information, since services are
not converted from OfficeMate to AcuityLogic. After your conversion, and
after your administrator adds services to AcuityLogic, you can select a new
service for each appointment.
• By default, all appointments display as white until services are assigned to
them in the AcuityLogic Scheduler. Non-patient appointments will always
display as white.
• If an insurance carrier was assigned to a patient’s appointment in
AcuityLogic, the name of the insurance carrier is included in an appointment
note. Since insurance and eligibility information does not convert from
OfficeMate to AcuityLogic, this is the only place that you will see a patient’s
insurance. After your conversion, and after your administrator sets up
insurance information in AcuityLogic, you can record insurance and
eligibility information for each appointment.
• Until your administrator assigns services to converted service templates, all
converted templates are read-only in the Scheduler. The Lock icon will not
display on converted appointments, regardless of whether the service
template was restricted or unrestricted. The Lock icon and any service
template restrictions will only apply when scheduling new appointments.
• All exceptions from OfficeMate display in AcuityLogic Scheduler, but the
employee who created each exception does not display. In the Book View of
the AcuityLogic Scheduler, you will see “Exception by: Not available.”
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Converting from OfficeMate to the AcuityLogic Scheduler
AcuityLogic POS and AcuityLogic BackOffice: Converted Appointments
Post-Conversion Checklist: AcuityLogic POS and AcuityLogic
BackOffice
The table below lists the tasks that you should perform after your convert to
AcuityLogic Q4.2012.0. However, all tasks are optional, and depend on how
detailed you want your converted appointments to be. For example, if leaving the
patient’s insurance carrier name in the Notes section is sufficient for your
practice’s needs, you do not need to record additional insurance and eligibility
information for the converted appointments.
Completed Task AcuityLogic POS Location
Add a service to each converted appointment, if
needed.
Add insurance and eligibility information to each
converted appointment, if needed.
Calendar View > Double-click
appointment > Select from Service
Type drop-down menu
Calendar View > Double-click
appointment > Click Insurance and
Eligibility icons to add
insurance/eligibility information
Converting from OfficeMate to the AcuityLogic Scheduler 7