Extracting Data from Open Practice Management

Extracting Data from Open Practice Management

Overview

This document outlines the process for extracting your data from your Practice Management software in advance of decommissioning the software. 

Prior to terminating your Practice Management database, we suggest the following reporting options:


Extracting a Client Ledger

  • In the Patient ID field, run the report with the ID of "ALL" .
    • Four report files may be generated to cover all patients within the database (Last Names A-G, H-N, O-T, and U-Z).
    • We recommend the files are saved electronically in the PDF format for easy reference/printing of these patient ledgers.
    • This report can be saved in an excel or csv format as well, rather than being printed, since the files will be large files.
    • Please expect this report to take several minutes to complete.
    • If you don't see your reports generated:
      • Please be sure your pop-up blocker is disabled.
      • Please review your Report History.
      • Please review your Google Chrome browser settings.  Click on Site Settings and then Pop-ups and redirects.  Please add the OPS website to the Allow section.  This should permit your browser to allow this website to include all pop up folders (Last Names A-G, H-N, O-T U-Z).

Custom Patient, Scheduling, and Encounter Queries

  • These reports and many others are available to gather all data and can be exported in an excel format.
  • Please visit our Help Center, located in the bottom left corner of the PM, for a video on how to run a Custom Patient Query.  Link: Custom Query Reports Overview 


Aging By Patient 

  • Aging By Patient and Insurance //Include Self Pay //Include After Insurance //Include Encounters // Include Notes // Include $0 Balances. 

For additional report options, please visit our Knowledge Base - Reports section.
  • Reports to consider:  Reports for tax purposes?

Update Billing Information in System

  • If you are completely finished with a specific Billing/Rendering Provider (no new claims, no resubmission of claims, and no paper claims), please update their settings in the PM to a Provider Status of Retired.
  • If you are completely finished with the Job Scheduler services such as Claims, Eligibility, ERAs, and Statements, or any additional billable service, etc., please deactivate those in the PM so you are not charged for services you are no longer utilizing.

Final Access Date 

  • This is the date when your database access is completely removed from all users and we delete the data from our servers.
  • Please remember that after the database is closed, there will be no access to your data as we do not archive the data for later retrieval.


If you need any assistance with these reports, please contact Support at (866) 983-4661 or Support@tmdtigroup.com