We are excited to share a guest post from B Wyrick from the Wyrick Outlook. This post has some great tips on navigating a conversion!

Switching practice management software is one of the biggest operational changes an orthodontic practice can make. While there are many clinical and scheduling considerations during a conversion, this checklist focuses specifically on the insurance and financial risks that most commonly impact cash flow.

Use this checklist to protect your practice, your data, and your revenue during a software conversion—especially in the critical months surrounding go-live.

1. Data Migration Accuracy (Especially Financials)

Not all data migrates cleanly—and not all vendors migrate the same data.

Be sure to confirm:

  • What exactly will migrate (patients, ledgers, contracts, insurance histories, notes, images)
  • Whether insurance payment histories, write-offs, and adjustments will transfer accurately
  • How open balances and future payment schedules will appear post-conversion
  • If you will receive a data validation report after migration

Pro Tip: Run aging, insurance AR, and patient balance reports before conversion and compare them immediately after go-live.

2. Insurance Workflows & Automation Changes

Insurance is often the most disrupted area during a conversion.

Watch closely for:

  • Changes in how claims are generated and submitted
  • Differences in how estimated vs. received insurance is tracked
  • Whether automated claim follow-ups or alerts exist—or are lost
  • How coordination of benefits and annual maximums are handled

Red Flag: If the team assumes “the system will do it automatically” without clearly understanding the workflow.

3. Reporting Differences (What You Gain—and What You Lose)

Every software calculates metrics differently.

Before switching, identify:

  • Which KPIs matter most (starts, collections, insurance AR, adjustments, write-offs)
  • Whether historical reports will remain accessible
  • If production and collection reports align with how you run your business

Reality Check: A new system may look more modern—but may not report the same numbers the same way.

4. Team Training & Accountability Gaps

Software conversions fail more often from people issues than software issues.

Be proactive about:

  • Role-specific training (front desk, TC, insurance, clinical, doctor)
  • Clear ownership of tasks during and after go-live
  • Temporary productivity dips and how you’ll monitor them

Best Practice: Assign one internal “conversion lead” to own questions, workflows, and accountability.

5. Cash Flow Disruption in the First 60–90 Days

Even smooth conversions can temporarily impact collections.

Protect your cash flow by:

  • Monitoring daily deposits closely
  • Tracking insurance submissions and payments weekly
  • Watching for stalled claims or unapplied payments
  • Ensuring patient autopays and payment plans remain intact

Key Insight: Most revenue issues post-conversion are fixable—but only if caught early.

Final Thought

A software conversion is not just a tech decision—it’s a financial and operational one. The practices that succeed are the ones that prepare, verify, and monitor closely during the transition.

The Wyrick Outlook has helped many orthodontic practices after converting to Greyfinch software. We are familiar with how this conversion typically looks, where insurance breakdowns and billing delays most often occur, and how to stabilize systems quickly.

If your practice has recently converted to Greyfinch—or is planning to—TWO can help take the insurance worry off your hands through our remote insurance billing services. Our team supports practices by monitoring claims, payments, adjustments, and insurance workflows so your internal team can stay focused on patients and starts.

A conversion doesn’t have to mean chaos or lost revenue. With the right support, it can be a smooth transition that sets your practice up for long-term growth.

Considering or already navigating a Greyfinch conversion? This is one of the most common areas where practices benefit from outside insurance support during and after go-live.