Import The THERAPIST for DOS

Import The THERAPIST for DOS


IMPORTANT:   Before converting your DOS data, run the DOS program and be sure you have printed your statements, processed all transactions, and generated deposit slips before importing data. Generating deposit slips is important because Aeris Basic uses a different method to determine which payments to include on deposit slips and the import sets a flag in all payments that indicates that the payment was included on a deposit slip.


WARNING!   The data import asks you to make several choices about how to import your financial data. If you are not the person in charge of billing and other financial matters, print the list of questions when presented and get the answers before proceeding.


Data Import Wizard

The first wizard screen gives you an option to print a list of important questions to which you will need the answers to complete the import correctly. Not all the questions you will be asked are listed in this report, only those that have an impact on the installation that cannot be changed later. Press the button to print the list.


The second wizard screen is an introduction and has some basic instructions. The first screen with anything for you to do is the data source screen.



This screen lets you indicate where to find the data to import. You can import from an existing installation of The THERAPIST for DOS version 3.0 or later or from backup disks of the same versions. For versions before 4.0, the backup disks must have been made using the "Alternate Backup" process.


When importing from backup disks and you press the Next button, you get a screen where you tell the program the drive letter of the backup disk drive. The default drive is A:. Enter or select a different drive if necessary. The data will be restored to a temporary location prior to the import.


When you complete this screen, the DOS data will be restored before going on. Since the program knows where the data is located, it skips the next tab (Data Location) and jumps directly to selecting providers.


The Data Path screen asks for the drive and path to the DOS version of The THERAPIST. This is the program folder, not the data folder beneath it. The default is c:\therapy3. If you have the DOS program installed somewhere else, press the Browse button to locate the DOS version of The THERAPIST.


The next screen lists all of the providers entered into the DOS program. Each will have a check box indicating that all data relating to this provider should be imported. If you have one or more inactive providers that you do not want to import, click on the provider to remove the check. Generally it is a good idea to import all providers.



The Aeris Basic Multi-Practice option allows the program to keep all patient related isolated between practices. This is especially useful if you have a billing service or if you want each provider's patients to be completely isolated from another provider. If you have this option, you can import one provider (or a subset group of providers) at a time into their own practice.


On the DOS Version screen, the program analyzes your data to determine what version of The THERAPIST for DOS you are using. If you know that the version it chooses is wrong, change it here. Ignore any maintenance release letters following the version number.


When you press the Next button, you are temporarily taken to the new practice wizard to setup the practice options for the data you are importing. When the new practice wizard has been completed, you are returned to the next screen of the import wizard.


The next screen is an option for handling credit balance services. Unlike The THERAPIST for DOS, Aeris Basic does not allow you to overpay a service. That “feature” of the DOS program has caused far more problems than it was designed to solve. When an imported service has been overpaid, it has a credit balance that must be corrected in one of two ways. The overpayment amount can be shifted to a payment overpayment that can be applied to other services or it can be corrected using an adjustment.


WARNING!   Credit balances on services represent money paid to you. If you correct overpayments with adjustments, the patient balances will change as if payments in the amount of the overpay were never made. You should only use adjustments if you know that all credit balances are the result of bookkeeping errors.


When you click the Next button you get the Assign Amounts Due screen. If you selected to use payments to correct credit balance services above, the program needs to know whether to credit the patient or the insurance payments.


The next screen is informative letting you know that the selections made on subsequent screens can be changed in the Practice Preferences from within Aeris Basic.


Press Next to get the Service Fee Assignment screen. When a patient record lists a copayment amount, the service amounts due are assigned by putting the copayment amount as patient amount due and the balance as the insurance amount due. However, when there is no copayment entered, the program needs to know how you would like to assign the amounts due. Your choices are:


• 100% to the patient

• 100% to insurance

• Let me divide the amounts myself


On the next screen, you select an option affecting how payments are applied to providers. When payments are made and applied to services, the program needs to know whether to assign the amounts owed to the service provider or the patient's principal provider. Usually this is the same individual but it can be different so this is where you enter your office policy regarding this question.


The next screen lets you set a practice option controlling how patient IDs are assigned to new patients. Patient IDs or account numbers uniquely identify a patient's account and therefore they must be unique. The program will enforce this but it can cause problems if you assign IDs randomly or using a scheme that makes it difficult for you to know what IDs you have assigned. It is much better to let Aeris do this for you.


The final screen needing your import concerns memorized services. If you routinely see patients for the same service over and over, check this box and Aeris will remember the settings from the last service and will apply them to new services.


You're done making decisions for the import. On this last wizard screen are some final comments. When you press the Finish button, your DOS data will be converted and imported into Aeris Basic. Depending on the size of your data and the speed of your computer, this process can take anywhere from a few minutes to several hours.


When you next run Aeris Basic, the practice you are importing will become the default practice.