The Customer Assisted Conversion solution is currently in Beta Release phase with selected customers piloting the conversion. 


During the Beta Release phase, please contact lisa.brancaccio@covetrus.com with any questions or to submit data files. Please do not use the "Submit a Ticket" button or your message may not be seen in a timely manner. Thank you!

Who is eligible for the Customer Assisted Conversion?

Customer eligibility for the "Customer-Assisted Conversion" is based on specific skillsets and resource criteria that ensure customers can successfully transform their data for conversion. To be eligible for this option, customers must meet the following criteria:


Data Transformation Skills:

  • Customers must have advanced knowledge of Microsoft Excel, allowing them to manipulate large and complex data sets effectively.
  • Proficiency in SQL is likely necessary for customers to extract, filter, and manipulate data from their current Patient Information Management System (PIMS).
  • Familiarity with the PIMS itself is crucial as they need to understand how to access and export the data correctly.


Data Format Understanding:

  • Customers should be well-versed in common data export formats, such as SQL queries or Comma-Separated Values (.csv) files.
  • They must be capable of working with the defined .csv format provided in the conversion guide, ensuring that the data matches the required structure.


Resource Availability:

  • Eligible customers are expected to have an in-house data reporting or analytics team, or at least individuals with the necessary skills to perform data transformations.
  • Customers must have the bandwidth to dedicate hours or even days to manipulate and prepare data for conversion. This transformation process occurs both at the initial data conversion and again at the time of the final conversion.


Knowledge of Backend Data:

  • Customers should possess a deep understanding of their current PIMS data, including the relationships between clients, patients, billable items, reminders, and medical records within the backend data. This understanding is essential for accurate data transformation.


Commitment to the Process:

  • Customers must be willing and committed to investing the time and effort required to complete the data transformations. Any manual effort needed for data preparation will directly impact the delivery timeline for the final data conversion during the Pulse go-live period.


Eligibility Questionnaire:

  • Are you comfortable manipulating vast data sets in Microsoft Excel?
  • Are you familiar with common data export formats, such as SQL or Comma-Separated Values (.csv)?
  • Do you have the bandwidth to dedicate hours or days to manipulating data to prepare it for conversion, which would need to occur once at the initial data conversion and again at the time of the final?
  • Are you familiar with your current PIMS data and understand the relationships between clients, patients, billable items, reminders, and medical records as it relates to the backend data?


If a customer cannot confidently answer 'Yes' to these questions, they are likely ineligible for the Customer-Assisted Conversion option, as they may lack the necessary skills and resources to successfully complete the data transformation process required for the conversion.

What is the Customer Assisted Conversion?

The Customer Assisted Conversion is a versatile and user-friendly data conversion option designed to transform data from various source PIMS into Pulse as long as the data owner can provide it according to our specified requirements. This tool serves as a bridge between different data formats, making the transition to Pulse possible no matter where your data lives today.


Key Features

Data Source Agnostic: Customer Assisted Conversion works with data from any source, making it highly adaptable to diverse data ecosystems and proprietary PIMS.


Flexible Data Input: Users can supply data in any format, as long as it adheres to the predefined formatting guidelines. This allows for seamless conversion from a wide range of source systems.


Error Handling: Customer Assisted Conversion includes error detection and handling mechanisms to identify issues during the conversion process, ensuring data quality and consistency.


Data Validation: Before and after conversion, the tool offers data validation options to confirm that the transformed data meets the specified requirements.


Audit Trail: Customer Assisted Conversion maintains a comprehensive audit trail, logging all conversion activities behind the scenes of Pulse for traceability and accountability.


Customer Assisted Conversion is a valuable solution for organizations looking to make the switch to Pulse from previously "unsupported" sources, providing flexibility and control over the data transformation and maintaining data integrity.

What data gets converted?

The list below summarizes the data entities included in the Customer Assisted Conversion. Please review the detailed articles for each entity for a complete list of the data fields included.

* Employee List and Billable Items are only converted once, during the first data conversion pass. We do not reconvert these entities at the time of the final because customers are instructed to make setup changes directly in Pulse throughout the trial training period.

Note: If new employees are created in the source system after the first data conversion pass and they are linked to patient history (providers), please resubmit your employee list at the time of the final conversion. These employees should be manually created in Pulse so they can access the system before go-live day. When we process the final conversion, we'll load any new providers into Pulse as "Inactive" employees, which ensures converted medical records reflect the correct provider. Converting them as "Inactive" ensures the entry won't interfere with the existing Employee already configured in Pulse.


What data does not get converted?

Customer Assisted Conversion will continue to evolve as we gain feedback and insights from customers. The list below includes some of the most commonly requested data entities we can't convert with the Customer Assisted tool. Where possible, an explanation has been provided with more details.


  • Detailed Client Financial History
    • The Clients data entity includes fields for aged balances (so you will know how much your client owes or if they carry a credit balance); however, detailed payment and invoice history is not available for conversion. 
      • Invoice history conversion involves complex data relationships between patient history line items, billable codes, prices, taxes, invoice numbers, and more. We explored this option thoroughly during the tool development phase, but ultimately felt the risk of invalid financial data was too high.
    • We recommend keeping paper or digital records from your source PMS of detailed client financial history for future reference.

I'm interested! How can I begin preparing for the Customer Assisted Conversion?

Thank you for your interest in the Customer Assisted Conversion offering! This document provides preliminary guidelines for using the tool. Please note that the information presented here is subject to change upon the official release of the tool. We appreciate your understanding and flexibility during this development phase.


Important Points to Emphasize

Draft Status: The guidelines and technical requirements outlined in this document are in draft form. They are intended to give you an early understanding of the tool's capabilities and requirements but may undergo revisions and refinements before the official release.


No Formatting Support: Customer Assisted Conversion is designed for users who can provide data in the exact formatting we require as specified in this document. We regret to inform you that, during the draft phase and upon official release, we do not offer support or assistance for formatting your data to meet these guidelines.


Data Validation: If the data you provide is flagged as improperly formatted during the conversion process, it will be returned to you for correction. To ensure a smooth data conversion, we encourage you to thoroughly review and comply with the formatting requirements as per this draft documentation.


Suggestions for Users

To ensure a successful data conversion process and avoid any potential issues, we recommend the following:

  • Thoroughly review this draft documentation to understand the formatting requirements.
  • Verify that your data conforms to the specified guidelines before initiating the conversion process.
    • Can you find this data in the reports offered by your source PIMS?
    • Do you understand the formatting guidelines and feel comfortable manipulating your data contents and formatting in a spreadsheet?
  • Double-check your data for accuracy and formatting compliance to prevent unnecessary delays.

Feedback and Collaboration

We welcome your feedback and collaboration in this early phase of development. Your input can help us improve the tool and the documentation for the official release. If you have suggestions or encounter any challenges while using Customer Assisted Conversion, please feel free to reach out to us.