Product Sunset / Decommission FAQs

FAQs – Decommissioning Information

PsychEase, TheraManager, QuicDoc Pro, Office Therapy

Why are you no longer supporting the software I need to run my practice?

We are proud of the fact that our systems have helped so many practices over the last 30 years. Those systems are increasingly falling short of meeting the needs of larger practices (not to mention anticipated government standards), which lead us to begin developing a new EHR. We are now singularly focused on designing and developing our new EHR, called ProsperityEHR, and after January 17, will not support our legacy products any longer.

Could I upgrade to ProsperityEHR when it is ready rather than switching to another system?

Yes, you could connect with a member of our Client Services team to have a conversation about upgrading you to ProsperityEHR. In general, it is a system designed to meet the needs of prescribers and larger group practices. The new platform will have a per-provider base fee, as well as a monthly minimum encounter fee.

What does “decommission” mean?

“Decommission” means that you will no longer be able to access the software application you are using today.

What does “decommission date” mean?

This is the date you will stop using our software. For example, if a client chooses 12/1/24 as their “decommission date” then the last day they will access the software is 11/30/24. By this date, any data exports (patients, notes, attachments, etc.) must be completed.

It is important to note that clients using our revenue cycle software will need to account for time to work down Accounts Receivable (AR).

Why is it important to abide by the “decommission date?”

We may extract a client’s data at any point after the decommission date as part of the decommission process, so it is important to cease use of the system to ensure accuracy of the data export. We do not have a way to make the system “read-only” which is why clients must abide by the date to ensure a complete export of data.

Can the site stay up as a read-only resource?

No. We do not offer read-only access to any of our products.

Following the date when we extract data and remove user access from the system, you will no longer be able to access the system itself and will need to reference your data export.

What is a “data export?”

A data export makes client data (patient demographics, notes, attachments, etc.) available to you after you can no longer access the software.

As part of the decommission process, we will export or help you export data, so you are able to retain the information you need and/or import the information into your new EHR. The data we are able to export depends on the client’s system being decommissioned.

What happens to a client’s data after the data export?

If we are exporting data, clients will receive a zipped file of their data for download via secure file transfer protocol (SFTP). EHR (clinical) data like client notes will be provided in a PDF format. Practice Management data and/or patient demographic data in the EHR will be provided in a CSV format. These documents are searchable.

If a client is exporting data from practice management software (TheraManager or Open Practice Management), they will determine what information is exported, and where that information is saved locally.

Clients must follow their organizational policies and procedures around protecting and retaining PHI.

How will this data get into a client’s new EHR?

We encourage clients to work with their new EHR vendor to determine the appropriate steps to import any data into their new EHR.

What is the timeline for decommissions?

We aim to have all systems decommissioned and archived by 1/17/2025.

What about monthly fees and final payment?

Any typical monthly fees will be incurred as outlined in your Schedule A until the agreed upon system use end date.

We request that you provide us with at least 60 days (about 2 months)’ notice of your intent to decommission. Final payment will be invoiced in the same fashion as monthly invoices.

What if a client does not use Bill.com? How will they pay their final bill with the additional infrastructure fee?

An invoice will be sent to them from Bill.com, they can pay the invoice directly from the email that they will receive. They do not need to set up an account. If they have any questions, please send them email accounting@tmdtigroup.com and we are happy to help, including arranging a time to take payment over the phone.

What about Biller Genie and Dr. First?

Clients must coordinate terminating or transitioning services with Biller Genie and Dr. First. Below is the information we are sharing with clients:

Biller Genie: Please contact Biller Genie at support@billergenie.com or by phone at 877-245-5374.

DrFirst: We will disable your license from our software. If you need a standalone connection with DrFirst, please contact Chris Kadalec at ckadalec@drfirst.com. If you are switching to a new EHR, you will work with your new EHR vendor for set up.

Will clients still have access to TheraManager files on Remote Desktop?

Clients are required to remove these files from the Remote Desktop before their decommission date.

After I have decommissioned, do you archive all my data?

For legal and compliance reasons, the only information that we will retain from your database is the accounting of disclosures. After your system has been decommissioned, your database and any PHI it contains will be destroyed and not retrievable. We also do not retain/archive any of the .pdf note exports that we provide you with as a part of the decommission process.

Data Export Questions

Exported Notes and Scanned images will be in what format?

PDF

What is the structure of the data?

The data is in a folder structure. It starts with a folder for Inactive and a folder for Active patients. Then it is organized by Patient, then separate folders for Notes and Attachments. Within the Notes folder it is organized first by the user who created the note, then into the type of note, then date the note was created, and finally the PDFs themselves.

How long will it take for the export to run?

Smaller systems may take as little as a few hours while a large system could take 48-72 hours (about 3 days).

Can you provide the index file to indicate which file belongs to which patients?

There is no index file because it is provided in a folder structure that indicates who each patient is.

FAQs – Decommissioning Information PsychEase, TheraManager, QuicDoc Pro, Office Therapy
Why are you no longer supporting the software I need to run my practice?	We are proud of the fact that our systems have helped so many practices over the last 30 years. Those systems are increasingly falling short of meeting the needs of larger practices (not to mention anticipated government standards), which lead us to begin developing a new EHR. We are now singularly focused on designing and developing our new EHR, called ProsperityEHR, and after January 17, will not support our legacy products any longer.
Could I upgrade to ProsperityEHR when it is ready rather than switching to another system?	Yes, you could connect with a member of our Client Services team to have a conversation about upgrading you to ProsperityEHR. In general, it is a system designed to meet the needs of prescribers and larger group practices. The new platform will have a per-provider base fee, as well as a monthly minimum encounter fee.
What does “decommission” mean?	“Decommission” means that you will no longer be able to access the software application you are using today.
What does “decommission date” mean?	This is the date you will stop using our software. For example, if a client chooses 12/1/24 as their “decommission date” then the last day they will access the software is 11/30/24. By this date, any data exports (patients, notes, attachments, etc.) must be completed. It is important to note that clients using our revenue cycle software will need to account for time to work down Accounts Receivable (AR).
Why is it important to abide by the “decommission date?”	We may extract a client’s data at any point after the decommission date as part of the decommission process, so it is important to cease use of the system to ensure accuracy of the data export. We do not have a way to make the system “read-only” which is why clients must abide by the date to ensure a complete export of data.
Can the site stay up as a read-only resource?	No. We do not offer read-only access to any of our products. Following the date when we extract data and remove user access from the system, you will no longer be able to access the system itself and will need to reference your data export.
What is a “data export?”	A data export makes client data (patient demographics, notes, attachments, etc.) available to you after you can no longer access the software. As part of the decommission process, we will export or help you export data, so you are able to retain the information you need and/or import the information into your new EHR. The data we are able to export depends on the client’s system being decommissioned.
What happens to a client’s data after the data export?	If we are exporting data, clients will receive a zipped file of their data for download via secure file transfer protocol (SFTP). EHR (clinical) data like client notes will be provided in a PDF format. Practice Management data and/or patient demographic data in the EHR will be provided in a CSV format. These documents are searchable. If a client is exporting data from practice management software (TheraManager or Open Practice Management), they will determine what information is exported, and where that information is saved locally. Clients must follow their organizational policies and procedures around protecting and retaining PHI.
How will this data get into a client’s new EHR?	We encourage clients to work with their new EHR vendor to determine the appropriate steps to import any data into their new EHR.
What is the timeline for decommissions?	We aim to have all systems decommissioned and archived by 1/17/2025.
What about monthly fees and final payment?	Any typical monthly fees will be incurred as outlined in your Schedule A until the agreed upon system use end date. We request that you provide us with at least 60 days (about 2 months)’ notice of your intent to decommission. Final payment will be invoiced in the same fashion as monthly invoices.
What if a client does not use Bill.com? How will they pay their final bill with the additional infrastructure fee?	An invoice will be sent to them from Bill.com, they can pay the invoice directly from the email that they will receive. They do not need to set up an account. If they have any questions, please send them email accounting@tmdtigroup.com and we are happy to help, including arranging a time to take payment over the phone.
What about Biller Genie and Dr. First?	Clients must coordinate terminating or transitioning services with Biller Genie and Dr. First. Below is the information we are sharing with clients: Biller Genie: Please contact Biller Genie at support@billergenie.com or by phone at 877-245-5374. DrFirst: We will disable your license from our software. If you need a standalone connection with DrFirst, please contact Chris Kadalec at ckadalec@drfirst.com. If you are switching to a new EHR, you will work with your new EHR vendor for set up.
Will clients still have access to TheraManager files on Remote Desktop?	Clients are required to remove these files from the Remote Desktop before their decommission date.
After I have decommissioned, do you archive all my data?	For legal and compliance reasons, the only information that we will retain from your database is the accounting of disclosures. After your system has been decommissioned, your database and any PHI it contains will be destroyed and not retrievable. We also do not retain/archive any of the .pdf note exports that we provide you with as a part of the decommission process.
Data Export Questions
Exported Notes and Scanned images will be in what format?	PDF
What is the structure of the data?	The data is in a folder structure. It starts with a folder for Inactive and a folder for Active patients. Then it is organized by Patient, then separate folders for Notes and Attachments. Within the Notes folder it is organized first by the user who created the note, then into the type of note, then date the note was created, and finally the PDFs themselves.
How long will it take for the export to run?	Smaller systems may take as little as a few hours while a large system could take 48-72 hours (about 3 days).
Can you provide the index file to indicate which file belongs to which patients?	There is no index file because it is provided in a folder structure that indicates who each patient is.