Many DME providers hesitate to switch to a new billing platform out of fear that their revenue stream will be disrupted.
We get it: DME data migration is the most intimidating part of adopting a new system. Without a structured approach to the transition, critical patient and payer information can get lost in the shuffle, causing your order process to stall out—and your revenue, too.
Fortunately, the best DME software providers will go above and beyond to ensure this doesn’t happen. Before we get ahead of ourselves, let’s take a look at some of the most common challenges in DME data migration and how to overcome them.
4 Challenges in DME Software Migration
1. Data conversion anxiety
Chris Delposen, Managing Director at Medbill, says, “…the idea that the company is putting its revenue stream at risk through a conversion creates all kinds of fear and paranoia.”
Depolsen is referencing data conversion anxiety, which is often the biggest barrier to migration, not the new software itself. DME billing managers must collect and safely store thousands of data points for future reference, including medical equipment codes, patient details, and billing histories.
Securely transferring this sensitive data to a new system without loss or corruption is a challenge, and a single mistake can cause major disruptions, such as documentation or compliance issues, leading to financial setbacks and even reputational damage.
How to solve it
The best way to curb data conversion anxiety is to work with a DME software provider that offers full-service implementation support, including expert data migration, validation testing, and ongoing assistance.
2. Ensuring complete data transfer
Aside from the emotional aspect of deciding to migrate to a new DME billing platform, there are the logistical considerations. One of which is ensuring that all of your data makes it through the transition.
Every patient, order, and billing record must be mapped and migrated over. Of course, this isn’t as simple as flipping a switch, and there’s a risk of losing essential information.
In a survey conducted by Ontrack, half (50%) of respondents said they lost data when migrating to new software—a clear representation of the difficulty of a complete data transfer.
How to solve it
The key to ensuring a complete data transfer is a structured, step-by-step migration process with built-in safeguards. This includes thorough data mapping, rigorous validation testing, and post-migration audits to confirm accuracy.
3. System downtime and training
Speaking of business as usual, many providers worry about halting operations to implement a new system and train employees. It’s a valid concern; any transition requires preparation. However, it’s important to remember that a DME software migration doesn’t happen overnight. It’s a process, not a single event.
Think of it like moving to a new house. Most of us don’t pack up and leave in a single day—we plan for a transition period, going back and forth to make sure everything is accounted for before fully settling in.
Similarly, with the right migration plan, you’ll have access to both your old and new systems for a period of time. This overlap allows your team to learn the ins and outs of the new system gradually, ensuring a smooth transition without disrupting daily operations.
How to solve it
To avoid downtime when transitioning to a new system, plan for a gradual rollout rather than an abrupt switch. This will give your team the opportunity to learn at their own pace while maintaining productivity.
4. Electronic remittance limitations
One of the most significant challenges of a DME software migration involves electronic remittance (ER)—the electronic transfer of payment details from insurance companies.
For starters, insurance companies all have their own specific remittance formats, payment structures, and guidelines. Even more challenging, though, are the limitations around the flow of electronic remittance between billing systems and insurers.
“The information coming out of the insurance company—typically termed electronic remittance—can only go to one system, which minimizes our ability to work in parallel across multiple systems,” Depolsen explains.
This means that while claims can be submitted from multiple systems, payment details can only be processed by one system at a time.
How to solve it
The best way to overcome electronic remittance limitations during a DME software migration is to ensure your new system is configured to handle insurance-specific remittance formats and payment structures.
Since insurance companies can only send payment info to one system at a time, it’s a good idea to use both the old and new systems during the switch. This way, you can avoid disruptions by submitting claims from one system and processing payments through the other.
DME Data Migration Made Easy: White-Glove Implementation Services
If you’re frustrated with your current DME billing platform, it’s time for a change. Designed by the experts at Medbill, TrueSight’s functionality makes the switch worthwhile, with custom workflows, convenient integrations, and real-time reporting—plus expert support to ensure a seamless data migration.
TrueSight’s team is here to guide you every step of the way, offering expert assistance and a structured approach to data migration, system setup, and training. Our white-glove implementation services make the migration as stress-free and seamless as possible so you can focus on the benefits of your new DME billing platform.
Learn more about what makes TrueSight a one-of-a-kind DME billing platform: