This article covers frequently asked questions about the conversion implementation process to Neo from another practice management software.
- Complete the Neo Guided training by clicking on Help-Me once logged in to Neo.
- Refer to your Neo Conversion Implementation Guide for a timeline of events to complete prior to going live.
- Review your converted data and reference your Neo Data Conversion Overview.
- Schedule the required 30-Minute Data Review Call to verify your data converted correctly prior to your final conversion.
- Schedule the 60-minute setup training on Understanding Forms, Reminders, & Products.
- Reference your Go Live Checklist to ensure all steps are completed before scheduling your final conversion.
- Use Neo Help & Support for how-to and setup questions. Click your name in the upper right-hand corner and then select Help & Support. You will have access to live chat, email, and if purchased, phone support.
- Ensure all staff has login credentials and is comfortable using Neo for their respective workflows. To easily access training, click the Help Me tab, then click Training and the appropriate training track.
- Go through your daily workflow with a client and patient example. Start with creating an appointment, checking in the patient, all the way through entering a payment. This information will be erased during your final conversion.
Note: Please do not send emails, SMS, or automated reminders yet, as your Neo instance is active and customers would receive these messages.)
Products
- Inventory Stock Levels - O/H (On-Hand), Min (Minimum), and Opt (Optimum) QTY stock levels will be updated during final conversion.
- New products entered in your previous system, that did not exist at time of initial conversion, will be brought in during final conversion.
Note: All other changes need to be made IN Neo directly. This includes updating pricing and name changes as needed.)
Client/Patient
- All information in client and patient records will be removed and replaced with updated information from your previous system.
Note: All needed changes should be made in your previous system and will be included in the final data conversion as of the time of the final backup.
Appointments
- Any appointments scheduled in Neo will get removed. If appointments can be converted, those will also be removed and replaced with updated schedule from your previous system.
Note: All needed changes should be made in your previous system and will be included in the final data conversion as of the time of the final backup.
- Please contact your Implementation Coordinator at least 3 business day prior to needing your final conversion to schedule your final data extraction. They can be reached at 855-627-6570.
- IMPORTANT: Most conversions take 4-8 business hours to complete. During this time, you will need to track information entered in your previous system, so it can be manually entered into Neo when the final conversion is completed. Many practices like to pick a day that is slower than usual for this reason.
- Before scheduling your final conversion:
- Complete your required 30-minute Data Review Call to verify your initial converted data. Often data conversion fixes cannot be made once the conversion is finalized and your data is modified.
- Reference your Go Live Checklist to ensure all steps are completed.
- Ensure all staff have a login and are comfortable using Neo for their respective workflows.
You can run the Inventory Listing report then download the spreadsheet to review your products’ tax rates.
See Run reports to learn how to run reports in Neo.
If one of your tax rates has the wrong percentage, you can update the existing tax rate in Administration > Tax Rates. Locate the tax rate to update, click the pencil icon, edit the tax rate %, and click Save. The correct tax rate will be reflected on all products the tax rate is assigned to.
We recommend you review your tax rates prior to your final conversion.
Your Product Specialist will review how to set up your reminders in Neo.
Reminder setup in Neo includes:
- Customizing Forms & Certificates templates
- Creating Reminder types
- Creating Products
- Setting up your Combined Reminders
Note: This allows you to schedule when patient reminders will automatically be sent to clients by email.
To learn more about setting up reminders, see Overview: Set up and manage reminders and Set up combined reminders email.
Reminder: Automatic reminders and the combined reminder email will send even if your final conversion has not been completed. If you wish to test sending reminders prior to your final conversion, add the reminders to a test client and patient record, turn on the automatic settings or combined reminder email to test that reminder, and then turn the automatic settings or combined reminder email off until you are ready to go live to prevent sending reminders from Neo before you go live.
You can also contact Neo Support for further assistance.
If your practice allows clients to carry outstanding balances, you must manually enter each balance in Neo after your final conversion. Previous balances can be recorded as a balance adjustment on the client’s Financial Activity tab.
See Enter previous account balances in Neo for a summary.
See Manage balance adjustment reasons to learn how to review and update your balance adjustment reasons.
See Adjust a client balance to learn how to record a client’s previous balance on their account.
You can also contact Neo Support for further assistance.
For questions about your conversion, please contact your Project Manager.
At this time, Supplier contact information such as phone number and address is not converted to Neo.
You can create custom diagnostic panels in Neo by using Procedure Templates.
See Add a procedure template to learn how to create a procedure template.
Neo eliminates the need to run a process to close out your end of day (or month) transactions.
Recommended daily and monthly reports provides you with a list of helpful reports your practice can use to balance your drawer, find payment and invoicing errors, and review daily sales totals every day.
You can review the available reports and a brief description of each in Neo by clicking on your name, then selecting Reports.
Tip: To quickly locate a report, you can search common terms or keywords. For example, “mailing”, “who bought”, or “tax”.
See List of Reports in Neo to view the full list of reports in Neo and their descriptions.
See Run reports to learn how to run reports, and to view a list of common report needs and which Neo report to run (For example, if you need a list of “who bought /who got”, run the Dispensed Products in date range).