Secure Data Conversion Services for Pharmacy Software

Next, here are seven types of critical healthcare data pharmacies store that you’ll need to consider throughout the conversion process.

Patient records

Your patient/customer records are some of the most critical data in your pharmacy. Make sure all patient data — including contact information, prescription history, and insurance information — is accurately converted to the new platform. This ensures that when accessing this information in the future, your patient’s current and past drug information is readily available to avoid drug interactions, accurately timed refills and correct prescriptions to corresponding patients.

Drug/formulation records

Next, you’ll need to convert all records for the drugs and formulations you carry in your pharmacy. This data includes things like drug name, manufacturer, dosage, and price. It also includes any special instructions for dispensing the drug, such as storage requirements that you have listed in your existing system. Note, however, that often the new vendor requires a net new rebuild of the drug file.

Insurance information

Your patients’ insurance information — such as their policy number, dependent number, relationship code, and primary insured — will need to be converted to the new platform to provide accuracy and continued convenience for both yourself and your patients. Plan information is proprietary from vendor to vendor. Because of this, this information requires a translation from old legacy plan code to new vendor code based on BIN and PCN. 

Further, pharmacies will want to maintain data on the insurance companies they work with, such as address and contact information for the insurance company. Often the new vendor supplies this information within their new plan file. 

Prescription Records

Aside from your patient data, the most essential data which you need brought across accurately to your new system is your prescription data. This data includes the date the prescription was written, filled, and the quantity of medication written for and dispensed. Other critical information for a smooth transition included copay, third parties, third party payments, and the links to the patient, the doctor who prescribed the medication, and the drug written and dispensed itself. Throughout the data conversion process for your pharmacy you will have an opportunity to validate all information prior to loading the live production data to your new pharmacy system .

Signature records

If you use an electronic signature capture system in your pharmacy, signature data can be transferred to the new platform or loaded to an archive. This data includes the date and time of the signature and the name of the person who signed. Additionally, you’ll need to make sure any images of signatures are transferred over as well.

Inventory records

Another necessary type of data that pharmacies need to track is inventory data. This data includes information on the drugs and formulations they have in stock, as well as data on current on hand quantities, reorder points, and reorder quantities. 

Reports

Pharmacies can also choose to leverage reports by adding a pharmacy data archive to their repertoire during the conversion process. Archiving pertinent data that cannot be brought across to the new system will allow for the pharmacy to generate PDF reports related to prescribing physicians, drugs, patients, and prescription dispensing history in order to make better business decisions in the future.