Summit to Indigo Upgrade Checklist

Transcription

1 Summit to Indigo Upgrade Checklist Upgrading from: Summit ( ) Upgrading to: Indigo ( ) Last updated: 15 June 2018 This checklist summarises the activities that should be considered prior to, during, and after upgrading your current version of Bp Premier to version Indigo. Practice details for upgrade Centre Name: IT Professional Name: Staff member managing upgrade: IT Professional Contact number: Upgrade date and time: Step 1: Prepare the practice for upgrade ü Item What to do Webinars and training Best Practice Software offers a variety of training, webinar, and elearning options for key practice staff to familiarise themselves with the changes to Bp Premier since version Summit. Visit the Best Practice Software and go to Learning > Learning options to review the training options available. New Lava Management Reports Plan your upgrade around an end of financial period event such as end of month or after a disbursement period. This will allow you to cleanly cut over to the new reporting system that was introduced in the Lava edition (included in this release). Notify your financials and disbursement staff of the pending changes to the reporting functionality in Lava. Major changes have been made to the reporting module and the adjustment features available in the accounting screens. Review the Bp Premier Lava Release notes and the Bp Premier Lava Report Reference, available from the Lava Knowledge Base, for more information on the changes to reporting in the Lava release.

2 ü Item What to do Multi-location functionality The Lava release introduced support for multi-location functionality. Changes have been made to the following functionality in Bp Premier to account for multiple locations: Appointment Book Report allocation and provider Inbox Reminders Invoices and payments Online claiming Management reports Immunisations Word Processor fields. If your practice has multiple locations, you will need to change some of your existing configuration and workflows. For example: Online claiming Providers are required to record a provider number against each location they attend for online claiming and reporting to function correctly. When users log in to Bp Premier, the user must now select the correct location at which they are working; the Payment screens default to the location selected at login. Many screens can now be filtered by location. Lava Service Pack 1 introduced online claiming for sites with multiple Minor IDs. If your practice uses more than one Minor ID registered with Medicare, locate all of your Medicare site certificates and passwords. You will need them if you wish to set up online claiming for multiple minor IDs after upgrading. Search for multiple minor ID in the Knowledge Base for instructions on setting up Medicare online claiming for multiple Minor IDs. Pathology Lava Service Pack 3 introduced mandatory changes for pap smears to accommodate the new National Cervical Screening Program. Note down all Reminders for pap smears that your practice uses. After the upgrade, you will have to manage your reminders to take into account the new age for screening (25 years) and the new interval between screens (5 years). Information on the Lava SP3 Cervical Screening changes can be found here. Page 2

3 ü Item What to do Review changes in the Indigo release Indigo introduces a number of improvements to Management and Clinical functionality, but the enhancements should not require you to change any workflows at your practice. However, you may wish to take advantage of new functionality to improve the way your practice handles reminders and the appointment book, particularly: Clinical significance flag for clinical reminders New Invoiced and Paid statuses for appointments, so that front desk staff can scan the appointment book and instantly see which appointments require closure at end of day. Review the Bp Premier Indigo Release Notes and search in the Indigo Knowledge Base for more information on the new features in Indigo. Back up the database and test the backup Perform a backup and test that the backup can be restored to a test server to ensure that backups are working as expected. Important: Best Practice Software strongly recommend taking a backup and testing that the backup file restores correctly before running a program update. Review known issues for the release Confirm hardware and operating system requirements The most recent Known Issues are available from the Bp Premier Indigo Knowledge Base here. Workarounds are provided for any known issues where possible. Review the Indigo System Requirements to ensure that your Bp Premier server and workstation computers still meet the minimum operating system and hardware requirements to run Indigo. The System Requirements are available here. Important: Microsoft has discontinued extended support for operating systems and databases previously supported by Bp Premier. System requirements have changed for Indigo. Step 2: Upgrade Bp Premier ü Item What to do Download the program upgrade Ensure sufficient time is allocated for the upgrade process to occur Copy the program upgrade file to a known location on the server and all workstations. Ensure your IT Professional has allocated adequate time for the upgrade to run. Best Practice Software recommend that all upgrades are completed before or after business hours. Page 3

4 ü Item What to do Terminals and remote workstations Upgrade the server Terminal Server sites log all users off prior to starting upgrade. Laptops ensure that all laptops that have downloaded data are returned to the practice and synchronised with the server data before upgrading the server. Run the update file on the Bp Premier server, following the instructions in Run the program update on page 6. Each program upgrade add new database fields and data to the database. If your practice uses SQL Server Express and your Bp Premier database is nearing the maximum size permitted (10GB), the installer will alert you that your database is nearing the limit and ask for confirmation to proceed. If you receive this alert, Best Practice Software recommend contacting Bp Premier Support for advice on upgrading your database version. If you continue with the upgrade and your database exceeds 10GB, you may not be able to add records or use some functionality until you upgrade the database. Test the upgrade Upgrade all workstations Ensure that the upgrade is tested and considered successful before workstation upgrades are started or the centre opens for business. Clients that are not upgraded to the new version will be unable to access new features. When you log in to a Bp Premier workstation, the workstation automatically checks the version of the server. If the server version is more recent than the workstation version, Bp Premier will alert that the workstation does not match the server version, which can affect data entry and available functionality. Any workstations that raise this alert must be upgraded to the same version as the server. Step 3: After you upgrade ü Item What to do Review new reports Review the new management reports available from Management > Reports for disbursement and end of month reporting requirements. You may need to update internal documentation referring to your payment and financial processes. For a comprehensive reference of all new reports in Bp Premier, search for 'reports guide' in the Knowledge Base. Search for 'pay providers' for information specific to using new disbursement reports. Note: A user will need permission to access any new reports in Setup > Users > Edit > Set reports before they can run a report. Page 4

5 ü Item What to do Understand changes to multiple locations The addition of multiple practice locations in version Lava affects many workflows in Bp Premier, including setting up appointment book sessions and layouts, booking an appointment, allocating results, viewing and following up results, invoicing patients, and patient claiming. Your staff should be made familiar with how locations affect their current workflows and how many screens now include a Location dropdown for filtering data by location. Note: Staff who process payments at your practice must ensure they have selected the Location at which they are working when they log in to Bp Premier. Add practice locations Record multiple Minor IDs and assign Minor IDs to correct Location Set up Medicare online claiming for multiple Minor IDs For sites with multiple locations, add all of your practice's locations in Setup > Practice details > Add. You will need each location's Medicare Site certificate and pass phrase. Practices with multiple locations can now assign a Minor ID to each location. Go to Setup > Practice details > Edit to add a Minor ID to any existing location. After you have set up your locations and Minor IDs, Bp Premier will seamlessly handle online claims sent to Medicare from any practice location. You will have to import the Medicare Site certificates for each defined location. Search for 'multiple locations' in the Bp Premier Knowledge Base for instructions. Consent to upload e- Order pathology reports to My Health Record Providers should be aware that if an e-ordering lab is the selected laboratory in the Pathology Request or Imaging Request screens, a new option Do not send to My Health Record was made available in this screen in Lava SP3. If this option is not ticked, e-ordered pathology and imaging results will be uploaded to My Health Record, if the patient has a My Health Record account. Page 5

6 ü Item What to do Cervical screening changes from December 2017 Your practice must decide how to transition from the current Pap smear reminder (which has a two-year interval) to the new Cervical Screening Test reminder (five-year interval). This process should include cleaning up any free-text reminders referring to pap smear tests. When requesting cervical smears, the current pap smear tests will be replaced by new Cervical Screening tests from December : New test names will be provided in the December 2017 drug and data update New clinical information fields are provided in the Lava SP3 program update. Providers who have the pre-dec 1 tests Pap smear and Cervical cytology stored as Favourites must manually delete or replace these tests with the new cervical screening tests. Test names in Favourites will not be automatically deleted by the December Data Update. Download the program update The program update file to download is BP_ exe. 1. Open the Best Practice Software website in a browser. 2. Select Resources > Bp Premier Downloads from the menu. 3. Under the Program Updates section, click the Software update for the version you want to install. The row will expand to show the update details. 4. Read the prerequisite information provided to make sure your intended server or workstation meets the installation requirements. 5. Click Download to download the.exe file to the default Downloads folder, or right-click download and select Save link as... or Save target as... to download the file to a known location. 6. Copy the file to the Bp Premier server and double-click the file to start the upgrade. Run the program update Upgrade the Bp Premier server first Note: The Indigo upgrade file to run is BP_ exe. Some screenshots in this guide may show a different build number. 1. Log in to Windows on the Bp Premier server as a Windows administrator. 2. Download the Indigo Program Update file from the Best Practice Software 3. Shut down Bp Premier. 4. Run the Indigo upgrade file. Page 6

7 Windows User Access Control or SmartScreen may prompt for confirmation that you want to proceed. 5. Click Yes. The Indigo Setup Program screen will appear. Page 7

8 6. Click What s New on any of the Setup Program screens to open the Indigo Knowledge Base What s New page, which shows the most recent release of Bp Premier and more resources on installing and using Bp Premier Indigo. 7. Click Next to continue. The Best Practice Software End User Licence Agreement will be displayed. This document is subject to change, so read the EULA before indicating your agreement. Page 8

9 8. Select I agree and click Next. The Indigo Setup Program update will automatically detect a Server or Client installation and select the correct radio button. Check the Installation Type is correct. You should not need to change the Destination Folder. The Indigo Setup Program will automatically locate the destination folder. Page 9

10 9. Click Next. The Online Claiming setup screen will appear. Page 10

11 10. Leave Install Bp Premier Online Claiming Module ticked if both of the following apply: Your practice uses Bp Premier for online claiming. You will be sending Medicare Online claims from this computer. 11. Click FAQ to open the Indigo Knowledge Base in a browser to view the complete instructions for configuring Medicare Online. If you have previously set up Medicare Online Claiming for Bp Premier, you will not need to change any current configuration after the upgrade. If you are upgrading from Summit or Lava, you can set up online claiming for practices with multiple Minor IDs after the upgrade. 12. Click Next. The Bp Premier update will back up your program files as a precaution. You can use the backup file if needed to roll back to the existing version. The Update Databases screen may appear, depending on the version of Bp Premier you are upgrading. If this screen appears, follow the instructions in Update databases on page 14. Otherwise, the Setup Finish screen will appear after files have been updated. Page 11

12 13. Leave the I agree to Install 3rd party value added support software option ticked if you want to install any of the following third-party software for your practice: Medisecure HealthLink Healthshare cdmnet for Precedence Healthcare If you already have any of the above 3rd-party software installed before you upgraded, you do not need to reinstall these components. If you are installing any of the above for the first time, you may also need to perform some post-upgrade configuration in Bp Premier to activate these components. Search for the 3rd party software in the Indigo Knowledge Base. 14. Click Finish. If you did not tick I agree to Install 3rd party value added support software, your upgrade to Indigo on the server is complete. Copy the program upgrade file and run the upgrade on each workstation. If you ticked I agree to Install 3rd party value added support software, the 3rd Party Setup screen will appear. Page 12

13 15. Tick the software that you want to install. The Program Setup will install each selected 3rd party software. Important: To obtain the current installation file for Argus, do not select Secure Messaging from this screen. Best Practice Software recommend contacting Argus directly to obtain the current installation file if you intend to install Argus secure messaging software. Contact details are available from the Argus website. 16. Click Next. When 3rd party software installation is complete, the Setup Finish screen will appear. Page 13

14 17. Click Finish. Indigo upgrade on the server is complete. Copy the program upgrade file and run the upgrade on each workstation. Update databases The Update Databases screen may appear for Bp Premier server upgrades only, depending on the version you are upgrading from. Page 14

15 If the error message shown in this screen appears, do not be concerned. Leave Launch Update Databases ticked and click Finish. You will be prompted to rerun Update Database in the next screen. Click Run to rerun Update Database. The Update Database function will show progress through several screens as it updates database components. When Update Database has finished, you will be returned to the third party software screen. Page 15