Areas That Do Not Convert from Version 4
When converting from SOAPware version 4.x to 2011/2012, all patient documents and information are carried over into the new version. However, the following areas DO NOT carry over:
Pulled Chart Information does not convert
We now encourage our v4 users NOT TO USE Pulled Charts to manage tasks, or to track what needs to be signed/completed.
When the new SOAPware is installed, Pulled Charts will not be displayed.
Instead, use the Tasks Manager (formerly the ToDo List) to keep track of and manage what needs to be signed/completed: Tasks Manager.
To Do List information does not convert
Be advised to clean up all ToDo Lists BEFORE converting to the new version of SOAPware.
Security settings do not convert
This will be one of the first things that will need to be set up after conversion.
Enabling Security was an option in version 4, but it is required in the new SOAPware. Security in the new SOAPware has been completely re-written to meet specific HIPAA and federal guidelines. Security settings and security audit log information from version 4 will not be converted to SOAPware 2011/2012+.
SOAPware will automatically add Providers who have an active SOAPware license and their Role will be set as Clinician. All other Users will need to be manually added by the clinic after conversion.
For more information, see: Security.
Superbills and its functionality has been completely re-written
Superbill Codes in version 4, as seen in the above screen shot, will not convert to the new SOAPware
The new Billing Statements in SOAPware are designed to populate with structured data only
In the new SOAPware, the Billing Statements will only populate with structured ICD and CPT codes (see example in screen shot above). Note that the structured data will have bold, blue headers.
In the new SOAPware this type of structured data is called SMARText.
Consultant/Contacts List
At the current time, the Consultants list will not convert from v4 into the 2012 Contacts list. It is recommended that the site print off their Consultants list prior to conversion. The Consultants list will need to be re-entered into the 2012 Contacts List.
Certain Report Writer/Document Designer Codes Do Not Convert
There are certain V4 Report Writer commands that will not convert correctly into the new Document Designer.
Below is a list of the converted macros that DO NOT convert correctly from V4 to SOAPware 2011/2012. Please note that this only refers to Report Writer/Document Designer commands and it does not refer to shortcut codes/macros or anything else.
To correct these macros, the easiest workflow is to open Document Designer in SOAPware 2011/2012 after conversion and reinsert the commands listed below onto each document design that uses them. This is a one-time fix after conversion from V4 to 2011/2012.
Document Designer Commands: Patient Address
Report Writer Menu Item in V4
General Demographics Address
New Data Item in SOAPware 2011/2012
Data Items > General Demographics > Address
Document Designer Commands: Patient Home Phone
Report Writer Menu Item in V4
General Demographics Home Phone
New Data Item in SOAPware 2011/2012
Data Items > General Demographics > Home Phone
Document Designer Commands: Patient Name Suffix
Report Writer Menu Item in V4
General Demographics Name Suffix
New Data Item in SOAPware 2011/2012
Data Items > General Demographics > Name Suffix
Document Designer Commands: Patient Picture
Report Writer Menu Item in V4
General Demographics Patient Picture
New Data Item in SOAPware 2011/2012
Data Items > General Demographics > Patient Picture
Document Designer Commands: Patient Primary Physician
Report Writer Menu Item in V4
General Demographics Primary Physician
New Data Item in SOAPware 2011/2012
Data Items > General Demographics > Primary Physician
Document Designer Commands: Patient Social Security Number
Report Writer Menu Item in V4
General Demographics Social Security
New Data Item in SOAPware 2011/2012
Data Items > General Demographics > Social Security
Document Designer Commands: Ask User Question
Report Writer Menu Item in V4
Misc. Data Items Ask User
New Data Item in SOAPware 2011/2012
Data Items > Misc. Data Items > Ask User
Document Designer Commands: Contacts
Report Writer Menu Item in V4
Misc. Data Items everything in the Consultants menu from V4
New Data Item in SOAPware 2011
Data Items > Misc. Data Items > Contacts (all items)
Document Designer Commands: Current Date with Full Month
Report Writer Menu Item in V4
Misc. Data Items Current Date w/Full Month
New Data Item in SOAPware 2011/2012
Data Items > Misc. Data Items > Dates > Current w/Full Month
Document Designer Commands: Current Date/Time
Report Writer Menu Item in V4
Misc. Data Items Current Date/Time
New Data Item in SOAPware 2011/2012__________
Data Items > Misc. Data Items > Dates > Current w/Time
Document Designer Commands: Current Date/Time with Full Month
Report Writer Menu Item in V4
Misc. Data Items Current Date/Time w/FullMonth
New Data Item in SOAPware 2011/2012
Data Items > Misc. Data Items > Dates > Current w/Time and Full Month
Document Designer Commands: Clinician First Name
Report Writer Menu Item in V4
Misc. Data Items Current Doctor First Name
New Data Item in SOAPware 2011/2012____
Data Items > Misc. Data Items > Clinician > First Name
Document Designer Commands: Clinician Last Name
Report Writer Menu Item in V4
Misc. Data Items Current Doctor Last Name
New Data Item in SOAPware 2011/2012
Data Items > Misc. Data Items > Clinician > Last Name
Document Designer Commands: Clinician State ID
Report Writer Menu Item in V4
Misc. Data Items Doctor State ID
New Data Item in SOAPware 2011/2012
Data Items > Misc. Data Items > Clinician > State ID
Document Designer Commands: Health Maintenance
Report Writer Menu Item in V4
Misc. Data Items Health Maintenance Items*
*This has been replaced by 2 HM items in 2011
New Data Item in SOAPware 2011/2012
Data Items > Health Maintenance > Date Received & Next Due
Document Designer Commands: Encounter Date/Time
Report Writer Menu Item in V4
SOAP Note Encounter Date
SOAP Note Encounter Time
SOAP Note Encounter Date/Time
New Data Item in SOAPware 2011/2012
Data Items > SOAP Note > Encounter Date
Data Items > SOAP Note > Encounter Time
Select both Data Items for Date and Time as indicated above
Document Designer Commands: Past Rx/Dx
Report Writer Menu Item in V4
Summary Past DX
Summary Past RX
New Data Item in SOAPware 2011/2012
Not available
Not available
Document Designer Commands: Vital Signs
Report Writer Menu Item in V4
Vital Signs - BMI
Vital Signs - Head Circumference
New Data Item in SOAPware 2011/2012
Data Items > Vital Signs > BMI
Data Items > Vital Signs > Head Circumference
Document Designer Commands: Insurance
Report Writer Menu Item in V4
Insurance - Plan 1 & 2 Contact Name
Insurance Plan 1 & 2 Expiration Date
Insurance Plan 1 & 2 Note
New Data Item in SOAPware 2011/2012
No longer available
Data Items > Insurance > Select Plan > Expires
Data Items > Insurance > Select Plan > Notes
Document Designer Commands: Insert Chart Section
Report Writer Menu Item in V4
Macros Every Insert Chart Section
New Data Item in SOAPware 2011/2012
Data Items > Macros > Insert Chart Section
Document Designer Commands: Save to a Chart Section
Report Writer Menu Item in V4
Macros Save to Misc. Reports
Macros Save to Pathology
Macros Save to Radiology
New Menu Item in SOAPware 2011/2012___________________________
These are now all located under Edit > Design Properties > Destination > "Save Copy to"
Document Designer Commands: Printer Dialog Options
Report Writer Menu Item in V4
Format Display Printer Dialog
New Menu Item in SOAPware 2011/2012
Edit > Design Properties > Printer
Document Designer Commands: Print Additional Reports
Report Writer Menu Item in V4
Macros Print Report
(this prints an additional report when this report is printed)
New Menu Item in SOAPware 2011/2012
Edit > Design Properties > Additional Reports
Document Designer Commands: Multi-Page Rx Reports
Report Writer Menu Item in V4
Multi page RX reports need to be redone
New Menu Item in SOAPware 2011/2012
Edit > Design Properties > Design Types > Select Rx Manager Design & Select Desired Number of Medications per Data Item
Document Designer Commands: Page Header/Footers
Report Writer Menu Item in V4
All Headers & Footers
New Menu Item in SOAPware 2011/2012
Edit > Edit Page Header/Footer or First Page Header/Footer
Document Designer Commands: Insert Page Numbers
Report Writer Menu Item in V4
Insert, Total Pages Count
New Menu Item in SOAPware 2011/2012
Insert > Page Number or Page Count