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Initial & Full Conversion Process

Michael Satterfield
Updated

Initial (trial, test) conversion:  converts all historic images in old imaging software up to the date of the conversion. Final conversion will be needed if client is still using old software to capture images.

Full conversion:  converts ALL images in the old imaging software. Client is already live in new imaging software and no new images should be captured in the old software. For full conversions, see also: Full Conversion Tickets  (Web view)

  1. Pre-Conversion Check

    1. Confirm location of database on the server. Typical data folder locations and tips for finding the database can be found in the software's tab in the Imaging Systems section of this OneNote

    2. Machine should be a 64 bit Windows Server or PC. If not, you will need to connect to one that has network access to the database location.

    3. Ask client to log in to their Apteryx site if they haven't already.

    4. Document prefix (if applicable per steps below), server name, database path, and size of the images folder in the Initial Conversion Notes field of the Zendesk ticket

    5. Check if there is existing data in the client's Apteryx site: Search the  Apteryx Site Dashboard for the client's Apteryx URL, click the office name > View Storage Used. If the Instances Count contains 0 or very few images, no prefix will be needed unless this is a multi-site office.

  2. Installing the Converter

    1. Transfer the  converter.zip  from your device to the desktop or largest data drive on the server.

    2. Extract the zip to the largest data drive on the server.  DO NOT extract to the desktop. DO NOT extract to a back-up drive or external hard drive.

    3. In the converter folder, launch Apteryx Imaging Converter.exe as Administrator

  3. Running the Converter

    1. Select Converter to the DICOM format

    2. The path will be the full location of the \converter\Apteryx-Images folder

    3. If there is no or only a small amount of existing data in the client's Apteryx site, or they are a single practice client, skip to step d.

      1. If there is a lot of existing data OR they are a multi-practice client, check the box next to Add a Prefix under DICOM Conversion Preferences.

      2. The prefix should be site specific and include a hyphen at the end, like OID-ImagingSystem- or LocationName- (ex. 1234-Dexis- or Townsville-)

      3. For more on prefixes, see Prefixes  (Web view)

    4. Click on Select Application to Convert

    5. Choose appropriate software option. Refer to software's page in Imaging Systems section of this OneNote for guidance on additional prompts/options

    6. Input patient database and image folder paths as needed

    7. In the dropdown menu for Images to be Converted choose "Convert only files that have not been added to the conversion cache"

    8. For most conversions, you can check the box next to Skip patient and image verification screens in the Miscellaneous Options section.

    9. Click OK at the bottom of the window to begin the conversion

  1. Starting XVHost Push

    1. Follow steps on XVHost Push  (Web view) page to set up and run XVHost Push

    2. If running a Carestream conversion or conversion with 3D images, DO NOT run XVHost push until reviewing highlighted notes on XVHost page

  2. Update Ticket

    1. Update the ticket in a public reply using the Conversion > Initial – In Progress macro

    2. For multi-site offices, we should add the location name in the body of the update as well