Converting The Billing Master to MedLook

This document defines how to convert The Billing Master database into MedLook 3.0 format.

In MedLook 2.0 converting The Billing Master (TBM) database was as simple as using File->Import Billing Master (or something like that). ML 3 has eliminated that command because it is doubtful many users remain who will convert from TBM to ML.

Converting from TBM to ML is not difficult. On the CD there is a setup file called tbm2ml_Setup.exe. Simply run this setup to install this utility.

At this point we have two options. We can copy the entire TBM database into the installed product directory or copy the utility to the TBM database folder. We’re going to do the second option. Open up Windows Explorer (My Computer) and browse to c:\Program Files\Rem Systems\tbm2ml.

There will be at least three items in this folder:

a BlankDbc folder,

the Deploy.log file, and

the tbm2ml.exe utility.

Click on BlankDbc and tbm2ml.exe.

Now use Edit->Copy.

Browse to your TBM database folder. In most cases this is c:\rem.

Right click on your TBM folder and use Edit->Paste.

This copies the BlankDbc folder and the tbm2ml.exe utility into the folder.

Find the tbm2ml.exe file in your TBM folder where we just pasted it and double click it.

A dialog titled “Importing…” will appear and processing should begin.

If there is an error the program will tell you what to do. Often the mvcodfil is not named properly. It will tell you this if it is a problem.

The program will import all of the TBM data EXCEPT appointments. If there were patient notes they will be imported as well but the format will be messy. These can be cleaned up a bit automatically in some cases (call for details on this).

The conversion can take anywhere from 1 minute to an hour depending upon your computer and the size of your database. When the process is complete the dialog box will be titled “Import Billing Master - Complete!”

At this point a new folder has been created within your TBM database folder. This folder is called MedLookData. Ideally you would copy this to some new location outside of the TBM database folder. For a doctor’s office it should be copied to c:\ or to a centralized server. For a billing service the MedLookData folder should probably be renamed to identify it with your client (as you hopefully have many of these).

At this point you no longer need the TBM database folder and it can be removed (but always keep a backup of your data).

Start MedLook and use File->Open Database and browse to the MedLook folder we just created at the location you put it. Immediately check out your patient data, insurance carriers, hospitals, and codes to be sure everything has imported. If you have not used MedLook before you will find it amazing how much data you can actually see now in MedLook. You might want to run the Patient Statistics report in the Office Reports to get a good snapshot of your practice. I would also click through all of the folders and sub-folders.

There are also some instructions in the Import dialog regarding the doctor’s name, etc. Follow those instructions and clean up the doctor’s name and any codes you may no longer need. Here’s what the final dialog should look like:

If you need to convert another database just repeat the process.

That’s it!