Conversion timing
Prepare for your data conversion
Duration: 1-2 days
IDEXX Data Conversions Specialist, Business Owner, Practice Manager
Within two business days of completing your order, an IDEXX Data Conversion Specialist will reach out to arrange for the secure transfer of your current data to IDEXX for conversion to Neo. They will also serve as your guide to help you through the conversion process.
Prepare your staff - communication is key to your success!
Duration: 5 days
IDEXX Data Conversions Specialist, Business Owner, Practice Manager
Tell your staff that you purchased new software and share your reasons why, as well as expectations for the transition. Communicate with your staff that, in addition to your implementation coordinator ensuring a successful transition to IDEXX Neo, beginning with your initial conversion your practice will have access to:
- Training directly built in to the software.
- Virtual assistance, email, and phone support for questions.
After receiving initial conversion
Data review
Duration: 2 days
IDEXX Data Conversion Specialist, Business Owner, Practice Manager
Once your data has been successfully converted, your conversion specialist will let you know that your IDEXX Neo software is ready. They will schedule an onboarding setup training where you will be guided through the validation of your data in Neo.
You can spend a few days setting up Neo and then convert your data again to capture new transactional data (clients, patients, medical records, new reminders, appointments, new products, and invoices) from your old system. Your conversion specialist will schedule and guide you through the process.
Complete your self-paced training
IDEXX Neo education and training is available after you log in to Neo and can be accessed from one or more areas of the system depending on the content.
a. Quick-start screen – appears when you first log in to Neo. Can also be accessed by clicking the
Launch Quick Start Guide button on the Home page.
b. Neo University – near the bottom-right corner of the page.
c. Help Me > Training – bottom-right corner of the page.
Depending on the topic, education and training may consist of any combination of guided walkthroughs. videos, articles, and recorded webinars.
Tip: To easily access Neo from your device, open your browser and bookmark the Neo URL: https://us.idexxneo.com. We recommend doing this on each device at your practice where Neo will be used.
Decision Maker / System Administrator Training
Duration: 3 days
Business Owner, Practice Manager
After you have validated your data and once you have received your IDEXX Neo login information, as the system administrator it is time to complete your Neo training. This will allow you to make decisions on how you will use IDEXX Neo in your practice, complete setup tasks, and prepare your staff for the transition.
Access the training from the quick start screen that appears when you first log in to Neo or click Neo University near the bottom-right corner of the page. Additional training tracks can be found in Help Me > Training or by clicking Continue Your Training in Neo University.
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Course and Lesson Descriptions |
Location in Neo |
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Getting Started with Neo – In this training, you will learn basic navigation as well as the most common activities in Neo that support your practice's workflow for a typical outpatient visit including how to:
Time to complete: 45 minutes |
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Setup and Administration – This course guides you on how to best set up Neo. Use this training to review default settings and make decisions on how you will use Neo in your practice. Once you have completed the Setup and Administration training, be sure to set some time aside to apply what you have learned. For example, you might want to continue adding and reviewing the products your practice uses, adding client and patient information, and setting up forms and reminders. Time to complete: 45 minutes |
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Client Financial Activity – This training details the different types of financial transactions in the client record plus how to:
Time to complete: 70 minutes |
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Manage the Patient Visit – This training walks through the medical team’s portion of the visit, including how to record vital signs, review patient history, enter consultations and charges, order IDEXX diagnostics, create prescriptions, and discharge patients. |
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Forms and Certificates – In this training, you will learn what a form is, how to create customized form templates, and how to use them to easily provide your clients with information. Time to complete: 45 minutes |
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Manage the Practice - Complete training for client communications, including how to send statements and reminders; and use inventory tools. |
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Set Up IDEXX Diagnostics - If you are integrating IDEXX Reference Laboratories, IDEXX In-house Analyzers, or IDEXX Web PACS, use this training to set up the diagnostic integrations. Note: Requires an IDEXX VetConnect PLUS account. |
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Staff training
Duration: 3 days
All staff
Depending on role and responsibilities, your staff may not need to complete all four categories of training. Consider your business needs and practice workflows before assigning training. We recommend assessing training needs by consider the tasks the staff member is expected to complete.
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Course and Lesson Descriptions |
Location in Neo |
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Getting Started with Neo – In this training, you will learn basic navigation as well as the most common activities in Neo that support your practice's workflow for a typical outpatient visit including how to:
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Client Financial Activity – This training details the different types of financial transactions in the client record plus how to:
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Manage the Patient Visit – This training walks through the medical team’s portion of the visit, including how to record vital signs, review patient history, enter consultations and charges, order IDEXX diagnostics, create prescriptions, and discharge patients. |
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Manage the Practice - Complete training for client communications, including how to send statements and reminders; and use inventory tools. |
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Manage Diagnostic Orders - In this course, you will learn how to order and manage diagnostics and digital imaging right within Neo.
Note: Available content will be determined based on your practice's diagnostic integrations with Neo. |
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For a smooth, successful launch, be sure all staff have completed their training before your go-live date.
Complete remaining setup
Duration: 4 days
Project Team
It is time to complete any remaining setup, so you will be able to hit the ground running after your final conversion. Click the links in the steps below for more details.
Review tax rates
It is important to review your tax rates before you start adding or editing products or begin invoicing. This helps ensure taxes will be charged and reports will be accurate. Once you have reviewed all your tax rates, make sure the correct default tax rate is set.
- Review tax rates and make any changes
- Review the default tax rate in your branch settings and change if necessary.
Review reminder setup
Understanding the connection among forms, reminders, and products is very important for completing the reminder setup in IDEXX Neo. To learn how form, reminders, and products work together, see Overview: Set up and manage reminders.
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Set up forms and certificates
- Review and modify reminder forms so you can attach them in the next step.
Note: You can create any hospital forms you need in this same area.
- Review and modify reminder forms so you can attach them in the next step.
- Review reminders and attach the forms that will be sent to your clients.
- Set up combined reminders email or individual automatic reminder settings and then turn off until after go live.
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Review products in Neo
- Manage special actions to automatically create and delete reminders, automatically create callback tasks, link any needed forms or certificates, and update patient fields (status, sex, etc.) where necessary.
Review and set up your Financial Settings
If your practice carries accounts receivable balances and assesses finance charges, gives discounts, or may get returned checks, you will need to review and set up your aged accounts receivable;, and discount types and balance adjustment reasons in Neo.
Create procedure templates
If you use linked items, canned estimates, treatment groups, group codes, code kits, or templates in your current practice management software, you will need to set up procedure templates to have similar functionality in Neo.
Final Conversion
During the final conversion
Duration: 3 days
IDEXX Data Conversion Specialist, Business Owner, Practice Manager
IMPORTANT: All information entered into your current software from the time when the final conversion begins will need to be rekeyed. Please inform your staff of this and make notes accordingly.
While IDEXX converts your data, you will need to keep track of the transactions that need to be rekeyed into your system. To make this a smooth transition, be sure all staff members follow the guidelines below:
- Print a New Client Report.
- Print two copies of invoices, payments, rabies certificates, and prescription labels.
- One copy is for your client and other will be used to reenter transactions into Neo.
- If a patient has an invoice, rabies certificate, and prescription; keep all papers together and stick the prescription label to the invoice for easy rekeying.
- Print your End of Day reports. They will be used to balance the rekeyed transactions to make sure no data entry errors were made.
- Keep your reports, invoices, rabies certificates, and prescription labels together for each business day.
- Inventory orders placed during the conversion will need to be entered in Neo so they can be received.
- Keep a manual list of any address, phone number, and other change to client/patient information or reminder changes.
After the final conversion
Duration: 1-2 days
IDEXX Data Conversion Specialist, Business Owner, Practice Manager
- Review converted data.
Note: Payments that are automatically created during the conversion to close out client invoices have a payment method of Imported. - Enter A/R balances on each client account using your Balance Forward adjustment reason.
- Rekey the transactions that occurred between IDEXX obtaining data and delivering final conversion.
- Invoices—remember to change the consultation date so patient history will be correct
- Payments
- Rabies certificates
- Prescription labels
- Appointments
- Client and patient information or reminder changes
- Inventory purchase orders that have not been received
- Inventory receipts
- Review the Payment Summary page to review your rekey amounts when rekey is complete. Correct any mistakes prior to going live.
Go live!
Once you have finished rekeying, you are ready to start using IDEXX Neo in your practice.
Make sure you remember to turn on your combined reminder email or individual automatic reminder settings.
IMPORTANT! It is recommended you keep access to your previous software on one computer so you can access historical client, patient, and financial, reporting. Print the current year’s financial reports, so you will be able to add to the Neo sales information for end-of-year reporting.