Bp Premier Conversion Tool

The Bp Premier Conversion Tool transfers clinical data from Medical Director 3 into Bp Premier.

I am converting from:

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Read the Conversion Checklist before following the instructions.

Before you begin

The following information describes the required resources and steps to take before converting your clinical data to Bp Premier.

1. Staff training

Consider whether any staff require training. You can find details on the training that Best Practice offers on our web site.

2. Check Hardware requirements

  1. All machines must meet the System Requirements
  2. Check the size of your Medical Director 3ZedMedSource backup.
    1. If the size of the backup exceeds 8 GB consider upgrading your edition of SQL Server. Consult with Best Practice support via phone on 1300 40 1111 or email for more information.
    2. If the size of the backup exceeds or is close to the free space available on your server hard drive, upgrade to a larger capacity hard drive. When performing a Bp Premier backup with compression then free space twice the size of the backup is required.

3. Nominate a conversion machine

A high specification machine is required. This machine must:

  • 64-bit operating system. The Zedmed conversion only supports the 64-bit version of Firebird SQL Server.
  • Meet the System Requirements
  • Meet the hardware requirements for Medical Director 3.
  • Have sufficient free hard drive space. Check the size of your Medical Director 3ZedMedSource backup and multiply by 2.5 to calculate the required size. For example, if your backup size is 7 GB, then 17.5 GB of free space is required.
  • Have internet access to allow installation of the conversion utility.

4. Install Bp Premier

Install the latest version of Bp Premier on to your conversion machine. The latest version of Bp Premier is available from the downloads page under the Program Updates section. Follow the instructions at Install the Bp Premier server

When installing Bp Premier, ensure to install a 64-bit version of SQL Server.

Ensure the drug database is up to date by navigating to HelpAbout from within Bp Premier. Check the Data Updates section of the downloads page, download and install any newer updates.

5. Install Medical Director 3

Follow the directions provided in the Medical Director 3 help files to install a server installation on your conversion machine. Use default options during the installation process. The version must be the same as what you use in your live environment.

6. Check data condition

Ensure that your Medical Director 3ZedMedSource data is in the best possible condition before converting to Bp Premier.

  • Upload any remote data to the server.
  • Synchronise your data with any third party billing package.
  • Run any maintenance functions that might be required.
  • Ensure that there are no unallocated results and documents in the holding file.

7. Backup Medical Director 3 data

Backup your Medical Director 3 data using the method recommended in Medical Director 3 help files. Ensure any documents stored outside the backup are included.

8. Restore Medical Director 3 data

Follow the instructions provided in the Medical Director 3 help files to restore your data to the conversion machine.

8. Copy Zedmed databases to your conversion machine

On your conversion machine, do not install Zedmed, instead locate and copy the following files from your Zedmed database server to your conversion machine:

  • clinplus.fdb
  • Superplus.fdb

The Zedmed documents directory, typically named Blobs must also be copied to your conversion machine.

You are now ready to install the Bp Premier Conversion Tool.

Install the Bp Premier Conversion Tool

Install the Bp Premier conversion utility on your conversion machine .

  1. Download the conversion utility installation here. Best Practice recommends using Google Chrome when installing this utility.
  2. Double-click the downloaded file. The Application Install screen appears.

    Install Conversion Utility

  3. Click Install. The conversion utility is downloaded and installed.

    Download the conversion utility

  4. The Bp Premier Conversion Tool splash screen appears. An icon named Bp Premier Conversion Tool is also present on your desktop.

    Conversion shortcut

You can now perform a trial conversion.

Converting your clinical data

A trial conversion must be performed to ensure the conversion can complete successfully. When the trial conversion has completed successfully, then a live conversion can be performed. Both the trial and live conversions are done on your conversion machine.

Perform a trial conversion

Follow the steps in the Conversion process section to test the conversion of your data.

Conversion process

  1. Reboot your conversion machine. This ensures that unnecessary applications are closed, and as much memory as possible is available to the conversion tool.
  2. Double-click the Bp Premier Conversion Tool icon on your desktop. If there are updates to the conversion tool, they are downloaded and installed automatically.
  3. On the Bp Premier Conversion Tool screen, click the Open Bp Conversion Wizard button, the Bp Premier Conversion Wizard appears.

    Conversion Wizard Step 1

  4. Conversion Wizard Step 1

  5. Enter the following on the Welcome screen.

    Field

    Description

    Source

    Medical Director 3

    Source Server Name

    (local)\HCNSQL07

    Documents Directory

    Browse to your Medical Director 3 Document directory. This directory is typically located within a ManageEzy folder. Select the Document folder.

    Load Data Into

    Bp Premier

    Target Server Name

    (local)\BPSINSTANCE

    Conversion Type

    Select Replace if you are converting into a blank copy of Bp Premier. If you are converting into an existing database or configuring your copy of Bp Premier before the conversion, you will need to restore a pre-conversion backup before running the tool and select Append.

    Field

    Description

    Source

    Zedmed

    Clinplus File Path

    The path to the clinplus.fdb file copied from your Zedmed database server to your conversion machine.

    Load Data Into

    The path to the Superplus.fdb file copied from your Zedmed database server to your conversion machine.

    Documents Directory

    The path to the Zedmed documents directory that was copied to your conversion machine. This directory is typically called Blobs.

    Target Server Name

    (local)\BPSINSTANCE

    Conversion Type

    Select Replace if you are converting into a blank copy of Bp Premier. If you are converting into an existing database or configuring your copy of Bp Premier before the conversion, you will need to restore a pre-conversion backup before running the tool and select Append.

  6. Click Next.

  7. On the Data Selection screen, click Next.  The Data Selection screen displays information regarding how much free space is available on your conversion machine. Ensure there is adequate free space on your conversion machine by adding up the size of the clinplus.fdb, Superplus.fdb and the Blob folder. Multiply the size of these items by three to find out how much free space you require. Click Next when you have confirmed you have adequate free space.

    Conversion Wizard Step 2

  8. The Staging screen begins work to convert your data. When this process is complete, click Next.

    Wizard Step 3 - Staging

  9. On the Scoping screen, you can select the Patients, Users and Contacts to convert. All are selected by default. Check or uncheck an item to include or exclude it from the conversion process.

    Wizard Step 4 - Select items to convert.

    If there are existing users in your Bp Premier database, the Users tab allows you to map a user from your Medical Director 3 data to a user in your Bp Premier data. Mapping users improves the quality of your data. To map a user:

    1. Select the Users tab.
    2. Identify the user to map and click the corresponding Map User... button, the Please select a user to map to appears.
    3. Select the user to map to in the Target Users drop down. Click OK.
    4. Scope Screen - Merge Users

  10. When you have chosen which items to convert, click Next.

  11. The Duplicates screen displays Patients and Contacts from your Medical Director 3 data that match existing data in your Bp Premier database. Each row contains a single match: the left side of the list displays the source data; the right side of the list displays the target data. Review the list and if you want to merge the data between Medical Director 3 and Bp Premier ensure that the appropriate check box is selected. If the item is not checked, then a duplicate is added.

    Merge Patients

  12. Use newest data

    The newest data from either Bp Premier or Medical Director 3 is used.

    Use target system data

    The data from Bp Premier is used.

    Use source system data

    The data from Medical Director 3 is used.

    NOTE  It is essential to merge pathology contacts, so they do not duplicate on the laboratory preferences screen in Bp Premier. The pathology contacts appear first in the Contacts list of merge items.

    Duplicates wizard step

    Click Next.

  13. The Begin Load screen displays a summary of the conversion actions.

    Check the Assign Location to converted prescriptions with Locationld = 0 checkbox to assign prescriptions with no location to a location. Select the location to map to in the Location selection list.

    Review the summary and click Next when ready.

    Begin Load - Review conversion summary.

  14. The Loading screen completes the remainder of the conversion process. This step takes some time to complete depending upon how much data is converted. Click the Next button when the Loading step completes.

    Loading screen - converting the data.

  15. The Complete screen displays a summary of the conversion process. Click Finish.

    Complete screen

Run Update Database Utility

Ensure your Bp Premier database has the latest composition by running the Update Database utility.

  1. Open Update Database. You can do this by either:
    1. Click the Start button and finding Update Database.
    2. Opening Windows Explorer and navigate to your Bp Premier installation folder, this is typically C:\Program Files\Best Practice Software\BPS. Locate the Update Database icon.
  2. Update Database icon

  3. Double click Update Database.
  4. If User Account Control asks if you want to proceed, click Yes.
  5. The Update Bp databases screen appears.
  6. Click Run. The process takes several minutes to complete.

Rebuild SQL Indexes

Rebuild the SQL indexes after the conversion has completed. Indexes are used by the database to speed up the retrieval of data by Bp Premier.

  1. Open BP Utilities. You can do this by either:
    1. Click the Start button and finding BP Utilities.
    2. Opening Windows Explorer and navigate to your Bp PremierBp Premier installation folder, this is typically C:\Program Files\Best Practice Software\BPS. Locate the BPS Utilities icon.

    BPS Utilities icon

  2. Double click the Rebuild SQL Indexes icon. The Rebuild Indexes window opens.
  3. Rebuild SQL Indexes

  4. Click Run.
  5. When the indexing process is complete, click the Close button.

Check conversion results

When the conversion is complete, check the results to ensure the data is correct. When logging in to Bp Premier after the conversion, the password for all users is samples. You must change the password from the default before using Bp Premier in a live environment. See Add, update, or deactivate a user for more information.

A principal doctor should:

  1. Open a range of new to long term patients from Medical Director 3ZedMedSource and compare that the same data is available in Bp Premier. Use the following table as a guide.
  2. Patient demographics correct

    Correspondence In and Out present and accessible

    Past Visit records present and accessible

    Reminders present, correct and accessible

    Current and Past RX are present and correct

    Autotext present and accessible

    Investigation results present and accessible

    Custom Templates present and correct

    Immunisation records present and accessible

    Contacts address book correct

    Reminders

    Appointments

  3. Check that the last patient seen before the conversion has been transferred over correctly.

Submit conversion logs to Bp Premier support

When you are confident that the data from the trial conversion has converted correctly:

  1. Email all conversion logs to . These logs files are in the C:\Users\<YourUserName>\Documents\bp-conversions folder. Include your contact details and practice name in the email.
  2. Conversion Log Folder

  3. Bp Premier support will review the conversion logs.

  4. If Bp Premier support do not identify any issues in the log files, the Bp Premier sales team will send the appropriate forms to allow you to receive a Site ID and 30-day Key.
  5. Schedule a date to perform the live conversion and start using Bp Premier at your practice. Inform Bp Premier support of this date to ensure staff are available to assist you.

Perform a live conversion

Once the trial conversion has completed successfully, conversion logs submitted and a Site ID and 30-day Key received, then a live conversion can be completed.

  1. Install the latest data updates on your conversion machine.
  2. Follow the steps in the Conversion process to perform the live conversion.
  3. Follow the instructions in the Check conversion results to ensure the live conversion has been successful.

You can now setup Bp Premier in your live environment.

Setting up Bp Premier in your live environment

After the live conversion has completed successfully on the conversion machine, you can start to use Bp Premier in your live environment.

  1. Install the latest version of Bp Premier on your server. Install the Bp Premier server
  2. Back up your converted data from your conversion machine and restore to your server.
  3. Install the latest version of Bp Premier on all your workstations.
  4. Set up Bp Premier Clinical and Management functions, such as billing preferences and online claiming :
    1. Set up the Clinical module
    2. Set up the Management module
  5. If you use a third party billing package, you must configure the link options with Bp Premier.
    1. Log in to Medical Director 3ZedMedSource and remove any links to your third-party billing package.
    2. Turn off all results importing and background processes that were set up in Medical Director 3ZedMedSource.

Appendix

Converted data

This conversion process includes clinical data only.

The following table lists data included in the conversion process.

Doctors

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Health Assessments

Patients

Pathology Requests

Diabetes assessments

Heads of family

Pregnancies

Patient Education

Social history

Antenatal visits

Asthma plans

Reactions

Antenatal results

Graphics

Allergies

Clinical details

Inbox

Templates

cervical screens

ECGs

Letters

Measurements

Patient photos

EPC Reports

INR values

Atomised Values

Recipes

Recall protocols

Pathology Results

Current Rx

Reminders

Appointments & Sessions 

Default doses

Actions

Documents

Progress notes

Categories

 

History

Address book

 

Immunisations

Complex instructions

 

Past prescriptions

Custom fields

 

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