We offer live training webinars to teach your staff how to use Companion. You can attend the webinars as often and as many times as you wish.

Transcription

1 MIGRATION REFERENCE GUIDE (REV. 01/15) MIGRATING FROM HOMETRAK 7.1 TO HOMETRAK COMPANION This guide will step you through the migration process to Companion. While you are in migration, the Companion software is in practice mode. You will continue to run your business using HomeTrak 7.1 while you learn the Companion software. We offer live training webinars to teach your staff how to use Companion. You can attend the webinars as often and as many times as you wish. You can run a new migration at any time to refresh the data in Companion. Each time you run a new migration, the data in Companion is overwritten with the fresh data copied from HomeTrak. Your staff can continue working in HomeTrak 7.1 while the migration is running. Ensure that ALL USERS of HomeTrak 7.1 are included in the migration process, and that EVERYONE is comfortable with Companion before the final migration. 1 P a g e

2 Table of Contents Recommended System Requirements... 3 Suggested Training Plan for Migration... 4 Training Sessions... 5 PRE-MIGRATION DATA CLEAN-UP... 6 Review and Correct All Client Non-Active Authorizations... 6 Review and Correct All Client First Contact Dates... 7 Review and Correct All Incorrect Client Birthdates... 7 Review and Correct Duplicate Social Security Numbers for Clients and Caregivers... 8 Review and Correct All Non-Active Caregiver Status Dates and Invalid Birthdates... 9 COMPLETING A MOCK BILLING/PAYROLL RUN WHERE ARE MY SCHEDULES? HOMETRAK 7.1 vs. COMPANION REPORTS COMPARISON IMPORTANT INFORMATION TO UNDERSTAND An Important Note About Telephony These Items Do Not Migrate Companion Shortcuts COMPLETING A MOCK BILLING/PAYROLL RUN P a g e

3 Recommended System Requirements Computer for Databases: Multi Core PC with 2.0 GHz or higher processor clock speed 4 GB of Ram or higher 20 GB minimum of available hard disk space CD-Rom or DVD drive 10/100/1000 Network Adapter Microsoft.NET Framework 4.0 Some type of backup system Workstation: PC with 1.2 GHz or higher processor clock speed 2 GB of Ram or higher (4 GB recommended) 10 GB of available hard disk space CD-Rom or DVD drive Screen resolution of 1920 x Monitor or larger is strongly recommended 10/100/1000 Network Adapter Microsoft.NET Framework 4.0 *Supported Operating Systems: Windows 8 Windows 7 Professional and Ultimate Windows Vista Business and Ultimate Windows XP Professional Windows 2008 server all editions Windows 2003 server all editions Laptop: PC with 1.2 GHz or higher processor clock speed 2 GB of Ram or higher (4 GB recommended) 10 GB of available hard disk space CD-Rom or DVD drive Suggested screen resolution of 1600 x 900 (minimum 1024 x 600) 10/100/1000 Network Adapter Microsoft.NET Framework 4.0 Netbook: PC with 1.2 GHz or higher processor clock speed 2 GB of Ram or higher 10 GB of available hard disk space Minimum required resolution 1024 x /100/1000 Network Adapter Microsoft.NET Framework 4.0 All computers are required to have, or be connected to: Laser or DeskJet printer Sound card and speakers to hear training videos High Speed Internet access *Supported Operating System Microsoft.NET Framework P a g e

4 Suggested Training Plan for Migration GETTING STARTED: Assign one person to be the migration leader to coordinate the migration project. Review this Migration Reference Guide. Assign one person to do pre-migration data clean-up in HomeTrak 7.1 records. (Pages 6-9) Complete on-line Initial Migration Survey (HomeTrak 7.1 to Companion Migration Survey) Download and install databases and run the migration on the server as outlined in the Initial Migration webpage. Download and install User program on each workstation that will use Companion (you do not need to do this on the server). Register for training webinars. SCHEDULE TRAINING SESSIONS: These are the training sessions that we recommend for your staff as you transition to Companion. Not all sessions may be pertinent to all staff members. We offer training on all of the topics each week, but recommend that you attend no more than 2 topics per week to avoid training overload. VERY IMPORTANT: After each training session, practice the tasks you learned in Companion. Session 1: Customer Relationship Management (CRM) Session 2: Client and Caregiver Modules Session 3: Scheduling Modules Session 4: Data Critique Session 5: Billing & Payroll Session 6: Reporting and Daily Review Telephony Training is scheduled to take place right after final migration, if Telephony is used by your office. COMPLETE A MOCK BILLING AND PAYROLL: If you calculate billing and/or payroll, complete a Mock Billing/Payroll in Companion by following the instructions on Pages PREPARE FOR FINAL MIGRATION Complete on-line Final Survey and schedule a final migration review meeting with the Migration Consultant. Complete the pre-final migration tasks as outlined in the final review meeting. Complete the final migration process with the assistance of the Migration Support Technician. 4 P a g e

5 Training Sessions We recommend these training sessions for your staff as your office transitions to Companion. Not all sessions may be pertinent to all staff members. We offer training on all of the topics each week, but recommend that you attend no more than 2 topics per week to avoid training overload. Your staff can attend together, or spread out over the dates offered. HomeTrak will sent Go To Webinar invitations for each topic. RECOMMENDED SCHEDULE of TRAINING SESSIONS: WEEK 1: Customer Relationship Management (CRM) Learn to use Companion to track and manage referrals. The trainer will also demonstrate powerful reporting features for tracking referrals. A great session for sales people, owners and others interested in managing and tracking referrals. (1 hour) Client & Caregiver Modules Learn how to add, edit and manage your client and caregiver records; also covering Client Intake and Human Resources Modules. An ideal session for anyone who needs to add or find information in the Client and Caregiver Modules. (1.5 hours) WEEK 2: Scheduling Modules Client and Caregiver Calendars and how to add, edit and manage schedules; also covering Schedule Review Module (1.5 hours) Data Critique reviewing and validating your migrated data in Companion (up to 1 hour) WEEK 3: Reporting and Daily Review This session will review various options in printed reports, exporting screen reports, pivot grids, etc. The trainer will also cover key analysis reports and the Daily Review report. A must for anyone who generates reports in the software. (1 hour) Billing & Payroll This session covers the Billing and Payroll process: Actualizing, finalizing, calculating, posting, reporting (1.5 hours) WEEK 4: DO AT LEAST ONE MOCK BILLING and PAYROLL IN COMPANION USING YOUR OWN RECORDS BEFORE FINAL MIGRATION. FINAL MIGRATION go live with Companion Telephony (if used by your office) a training session is scheduled for a day or two after final migration (1 hour) VERY IMPORTANT! After each training session, practice what you ve learned in Companion! 5 P a g e

6 PRE-MIGRATION DATA CLEAN-UP You must complete a pre-migration data clean-up on your existing data within your current v7.1 software before running your Initial and Final Migrations. Download the program from the Migration to Companion webpage (Step 2) from the following link: REVIEW and CORRECT ALL CLIENT NON-ACTIVE AUTHORIZATIONS Review all non-active authorizations for all clients to be sure that the authorization To Date date field accurately represents the date when the authorization became closed, suspended or deceased. Non-active authorizations CANNOT have a future To Date, otherwise HomeTrak Companion will consider the authorization/client as active and migrate the record as such. NOTE: An authorization must have a valid Call Description and Call Type assigned before it can be edited. STEPS TO FIX INCORRECT AUTHORIZATIONS: Open the Client Module. 1. In the "Limit Client by" section, select Authorization Check (second pull-down field). (If no client records appear, then all authorizations are correct.) 2. At the bottom of the screen, click on the "Current Auths" button. 3. In the Authorize Information box, uncheck "Only Active" option. 4. There are two options for correcting authorization dates: Note: The dates shown in the graphics below are examples. You may use any date prior to today s date as your new To Date. Option 1: To change a single authorization: Edit each authorization and enter in the correct To Date and click SAVE at the top of the module. Option 2: To change all authorizations for a client to the same date: Enter the new date in the "Update All 'To Date' To" field and click GO. NOTE: Do not use this option on ACTIVE clients authorizations. Use Option 1 for Active Clients. If authorizations are displayed that you do not want to update, change the "View Above" field to show only those authorizations that have a "To Date" after this. Tab off field to refresh information. Move to the next client in the list using the NEXT button at the top of the module. Repeat Step 4 until all clients are corrected. 6 P a g e

7 REVIEW and CORRECT ALL CLIENT FIRST CONTACT DATES If a client has a first contact date that is after the first day of service, the client will be migrated as potential, not active. STEPS TO CORRECT FIRST CONTACT DATES: Open the Client Module. 1. In the "Limit Client by" section, select "First Contact Check" (second pull-down menu). (If no client records appear, then all clients' First Contact Check dates are correct.) 2. At the bottom of the Required Information section, click on the "Referral" button. 3. Correct the "First Contact" date. This date must be before or the same as the "Start Date". 4. Click SAVE at the top of the module. 5. Move to the next client in the list. 6. Repeat steps 3-5 until all clients are corrected. REVIEW and CORRECT ALL INCORRECT CLIENT BIRTHDATES This is an example of an incorrect First Contact Date. STEPS TO FIX INCORRECT BIRTHDATES: Open the Client Module. 1. In the "Limit Client by" section, select "Birthday Check" (second pull-down field). (If no client records appear, then all client birth dates are correct.) 2. Correct the Client's birth date. (Hint: Usually the year is incorrect.) 3. Click SAVE at the top of the module. 4. Move to the next client in the list. 5. Repeat steps 2-4 until all clients are corrected. 7 P a g e

8 REVIEW and CORRECT DUPLICATE SOCIAL SECURITY NUMBERS for CLIENTS and CAREGIVERS If there is a duplicate Social Security number in the Client or Caregiver Module, the affected records may merge together and migrate incorrectly. STEPS TO IDENTIFY DUPLICATE SOCIAL SECURITY NUMBERS: Open the Client Module. 1. In the "Limit Client by" section, select "Duplicate SSN" (second pull-down menu). 2. A small screen will pop up to indicate whether you have any duplicate SSN numbers. To correct duplicate Social Security numbers: Click OK in the popup window to copy the information to the clipboard. Open any text program (Notepad, Word, etc.) and right-click the mouse to Paste. The duplicate numbers appear in the text document. Open the Reports Module in HomeTrak 7.1 and choose the Client Flex Report, Default layout. Be sure the Status field shows All. Go to the SSN column. Click on the column header to sort numbers in numerical order. Scroll down to find the duplicate SSN identified by the cleanup program. NOTE: If the duplicate SSN is a result of two or more records entered in your system for the same client or caregiver, you may want to keep the duplicate SSN so the two records merge together when they migrate. In this case, do nothing further. If you do not want the two records to merge, then you must edit or delete the SSN on at least one of the records. Go back to the Client Module. In the "Limit Client by" section, select "All Clients" (second pull-down menu). Scroll down to find the client record you wish to edit. You must either correct the SSN on the record, or delete it and leave the field blank. DO NOT correct the SSN by entering all 0 s or some other placeholder series of numbers. 3. Click SAVE at the top of the module. 4. Repeat steps 2-3 until all clients with duplicate SSN are corrected. 5. Open the Caregiver Module and repeat steps 1 4 to check for caregiver records that may have duplicate SSN. 8 P a g e

9 REVIEW and CORRECT ALL NON-ACTIVE CAREGIVER STATUS DATES and INVALID BIRTHDATES The Status Date field must be the same as or after the Hire Date, otherwise HomeTrak Companion will migrate the non-active caregiver as active. STEPS TO CORRECT NON-ACTIVE CAREGIVER STATUS DATES AND INVALID BIRTHDATES: Open the Caregiver Module. 1. In the "Limit Caregivers by" section, select the Migration Check (second pull-down field). (If no caregivers appear, then all non-active caregiver status dates and birthdates are correct.) 2. Review and correct the Status Date if invalid. a. Make sure the "Status Date" is the same as or after the "Hire Date". (You may use any date prior to today s date as the Status Date.) b. For potential caregivers, the "Hire Date" should be blank. 3. Review and correct the "Birthday" field if invalid. (Hint: Usually the year is incorrect.) 4. Click SAVE at the top of the module. 5. Move to the next caregiver in the list. 6. Repeat steps 2-4 until all caregivers are corrected. 9 P a g e

10 COMPLETING A MOCK BILLING/PAYROLL RUN A crucial step in the migration process is to complete a mock billing/payroll in Companion in conjunction with your live billing/payroll in HomeTrak 7.1. The purpose of completing a mock is twofold: it helps you get familiar with the billing/payroll process in Companion and it also helps ensure that your billing/payroll rates and other related data is migrating correctly. A mock billing/payroll is successful when the bottom line in Companion matches the bottom line in HomeTrak 7.1. You will do the mock billing/payroll in the Companion software in conjunction with your live billing/payroll in HomeTrak 7.1. Doing a mock billing & payroll will not slow down your process in HomeTrak you simply have to run a new migration AFTER you have actual hours entered in your schedules but BEFORE you finalize. Match the results that you get in Companion with the results you got in HomeTrak. The goal is for your dollars and hours to match between the two systems. This way we know your rates and other related data are migrating correctly. How Do I Start? 1. In HomeTrak 7.1: Confirm that all applicable schedules in your current date range have actual hours, but are not finalized at this point. 2. Go to the server and run another migration. (Click on the shortcut on the desktop called Run a Migration or Initial Migration.) Once the migration is running, go back to HomeTrak 7.1 to finalize the schedules and complete your billing and payroll. (You don t have to wait for the migration to finish before completing your billing and payroll in HomeTrak 7.1. You can work while the migration is running.) NOTE: When you start the migration, change the information in the drop-down fields, if necessary (see illustration). 3. When the migration completes, log into Companion and open the Schedule Review Module and click on the Finalize Schedules tab. Finalize the schedules, then continue in the Billing and Payroll Modules. Continue to page 3 for instructions for completing Billing and Payroll in Companion. MOCK BILLING & PAYROLL INSTRUCTIONS CONTINUE ON PAGE P a g e

11 Note: It doesn t matter if you calculate Billing first, or Payroll. The choice is yours. FOLLOW THESE STEPS TO COMPLETE BILLING IN COMPANION: 1. Go to the Billing Module and click Calculate Billing. Then click on the Calculate Billing button. Click the Next: View Calculated tool in the ribbon to view calculated billing. Click on the various reports in the ribbon to view the billing data to ensure it is accurate before posting. Then click on the Post Billing icon. 2. Generate invoices by moving to the Next Step icon. (Keep in mind that you cannot export to billing software while you are in migration.) To view posted billing, click on the View Posted Billing icon on the Home Page of the Billing Module. Click on the various reports in the ribbon and successfully compare your results in Companion with your results from 7.1. HomeTrak recommends that you review invoices in Companion to ensure the correct payer information is displayed. FOLLOW THESE STEPS TO COMPLETE PAYROLL IN COMPANION: 1. Go to the Payroll Module and click Calculate Payroll. Then click on the Calculate Payroll button. Click the Next: View Calculated tool in the ribbon to view calculated payroll. Click on the various reports in the ribbon to view the payroll data to ensure it is accurate before posting. Then click on the Post Payroll icon. 2. Keep in mind that you cannot export to payroll software while you are in migration, but you can view this step by clicking the Next Step: QuickBooks tool in the ribbon. To view posted payroll, click on the View Posted Payroll icon on the Home Page of the Payroll Module. Click on the various reports in the ribbon and successfully compare your results in Companion with your results from 7.1. NOTE: Any Billing and/or Payroll Overrides created in HomeTrak 7.1 will not migrate over to Companion. If you enter override information in HomeTrak 7.1, make a note of it and enter the same information in Companion after the migration completes. PLEASE SEE THE NEXT PAGE FOR MORE MOCK BILLING and PAYROLL INFO 11 P a g e

12 WHERE ARE MY SCHEDULES? Which schedules you can view in the various modules/tabs of Companion will depend on the schedule status and which module you are in: MODULE Schedule Review module/schedule Review tab Schedule Review module / Actual Hours tab (replaces Actual Hours button in calendars in HomeTrak 7.1) Schedule Review module / Finalize Schedules tab (replaces Finalize button in Daily Schedules in HomeTrak 7.1) Payroll Module Billing Module WHAT YOU SEE View all schedules regardless of their current status. View schedules with actual hours or no actual hours. Unable to see any schedules that have been finalized, calculated or posted. Default behavior: View only those schedules that have actual hours and have not yet been finalized. Optional Scenarios: View schedules with no actual hours, and finalize those with scheduled hours. Un-Finalize Tab: Schedules that have been finalized but have not been calculated in payroll OR billing. View schedules that have been finalized and have pay hours associated. If a schedule is Only Bill No Pay, nothing will appear for that schedule. View schedules that have been finalized and have bill hours associated. If a schedule is Only Pay No Bill, nothing will appear for that schedule. For more specific help and information on the Modules above, please open the Module and click on the Help button. TIP: Print the legend for schedule color coding and icons. The Legend button is in the upper right corner in the Daily Schedules and all Calendar Modules. 12 P a g e

13 HomeTrak 7.1 version Companion Reports Comparison 7.1 Caregiver Reports Module Tab Option Active Assignments: Printed Reports Caregiver Recurring Events Client Incompatibility Printed Reports Client Client Master (Caregiver Compatibility option) Caregiver Flex Report Screen Reports Caregiver Demographics Documented Events Printed Reports Caregiver Document Events Inactivity Report Printed Reports Caregiver Schedule Inactivity Mailing Labels / Envelopes Printed Reports Caregiver Envelopes or Address Labels Master List Printed Reports Caregiver Caregiver Master Mileage and Expenses Analysis Reports Revenue Analysis Expenses (Payroll Group) Name Badges Printed Reports Caregiver Name Badges Required Dates Printed Reports Caregiver Required Dates Arrival Time Exceptions Printed Reports Caregiver Early/Late Arrival Time (Under/Over Exceptions) Hours Worked Exceptions Printed Reports Caregiver Under & Over Exceptions Time Sheets (schedules) Printed Reports Caregiver Time Sheets By Date or Time Sheet by Client Time Sheets (blank) Printed Reports Caregiver Blank Time Sheets Birthdays Printed Reports Caregiver Birthdays 7.1 Client Reports Module Tab Option Active Assignments/Related Authorizations Printed Reports Client Recurring Events Authorizations that are going to expire Printed Reports Client Expiring Authorizations Client Flex Report Screen Reports Client Demographics Client Information Printed Reports Client Client Master Documented Events (Formally Logging) Printed Reports Client Documented Events Field Supervisor Screen Reports Client Attached People Mailing Labels / Envelopes Printed Reports Client Envelopes or Address Labels Master List Printed Reports Client Client Master Required Dates Coming Due Printed Reports Client Required Dates Upcoming Birthdays Printed Reports Client Birthdays 7.1 Schedule Reports Module Tab Option Client Schedules Printed Reports Client Weekly Schedules Caregiver 1 -> 7 days Printed Reports Caregiver Weekly Schedules Caregiver Schedules (Condensed) Printed Reports Caregiver Weekly Schedules Caregivers Under and Over Scheduled Printed Reports Caregiver Under&Over Exceptions Schedule Gap Printed Reports Caregiver Schedule Gaps 13 P a g e

14 7.1 Telephony Reports Module Tab Option Care Report Not available Completed Visits Report Telephony Records Completed E-Time Cards Completed Visits Length of Telephone Calls Telephony Records Completed E-Time Cards View Data on Grid Open Calls - Errors & Exceptions Telephony Records Open E-Time Cards View Data on Grid Telephony Instructions for a caregiver Printed Reports Caregiver Instruction Cards 7.1 Referral Reports Module Tab Option Caregiver First Contact Screen Reports Caregiver Status Flow Caregiver Start of Service Screen Reports Caregiver Status Flow Client First Contact Screen Reports Client Status Flow Client Start of Service Screen Reports Client Status Flow Documented Events Printed Reports Contact Documented Events Master List Printed Reports Contact Master List Referral Flex Report Screen Reports Referrers People Referred Mailing Labels/Envelopes Printed Reports Contact Address Labels or Envelopes 7.1 Management Reports Module Tab Option Caregiver Pay Rates Screen Reports Caregiver Payroll Rates Client/Payer Bill Rates Screen Reports Client Billing Rates Projected Revenue Analysis Reports Projected Revenue Projected Revenue tab Mail Merge Printed Reports Choose Tab Mail Merge Sales Reports Analysis Reports Revenue Analysis Schedules and Billing Discrepancy Analysis Reports Schedule Analysis All Schedules To Do Items Printed Reports Office Staff Tasks and Appointments Under or Over Authorized Hours Printed Reports Client Under & Over Authorized Hours 7.1 Statistics Module Options Statistics Analysis Reports View All tabs and all options 14 P a g e

15 Important Information to Understand Log into Companion using the same username/password that you use for HomeTrak 7.1. While you are in migration, Companion is not connected to your HomeTrak 7.1 database, , billing or payroll software, or Telephony (if used by your office). Companion is in Practice Mode. You will see a COPY of your data in Companion. HomeTrak 7.1 is still your LIVE database while you are learning how to use Companion. You can practice in Companion with this copy of your data. Any information you add or edit in Companion while you are in migration will get wiped out when you go live with Companion, so PRACTICE AWAY! An Important Note about Telephony: While your office is in migration, Telephony is not connected in HomeTrak Companion. As part of the final migration process, Telephony will be stopped in your HomeTrak 7.1 system and connected to Companion. A Telephony training session will be arranged for our office at the time of your final migration. IMPORTANT: Completed ETimeCards are not migrated over to Companion. Only the raw calls that were created prior to your final migration will be available in Companion. No completed ETimeCards, service or item history are migrated. 15 P a g e

16 These Items Do Not Migrate: CAREGIVER: Shifts a Caregiver will work (day-to-day availability) Type of Caregiver (Field, Staffing or Both are the options) Will work 24 hr shift Auto-create schedule (in Companion, this is done for any active recurrence called Assignments in 7.1) Hours to pay for Live-in (in Companion, this is specified at the Company level in User Defined / Rate Type) CLIENT: Directions to Clients homes (A script is available to migrate directions to Companion as a Note.) Authorization type of Caregiver (Field, Staffing or Both are options) Authorization status (in Companion, Authorization Start and End Dates are used, in conjunction with Client Status) Authorization standard scheduled hours (this can be specified through Authorization Rate Package) Authorization Is Live-in 24 hr (Yes/No) (If there is a Live-in rate for the Call Type specified in the Authorization, then that is migrated) Authorization preferred shift Extra call type info TELEPHONY: Completed E-TimeCards, service history and item history Task SETS (Task CODES DO migrate to Companion) USER SECURITY: If you use security settings for office staff in HomeTrak 7.1, the settings do not migrate to Companion. By default, all users have full access in Companion. 16 P a g e

17 COMPANION SHORTCUTS 17 P a g e

18 COMPANION KEYBOARD SHORTCUTS (HOTKEYS) 18 P a g e