What happens when my MacPractice license expires?

Owned by Dylan Nigh
Last updated: Nov 12, 2024
3 min read

As offices decide to end the use of our software for various reasons, MacPractice offers several options once you allow your support contract with us to expire. This article covers what will happen if your MacPractice license lapses, and what you'll still be able to access. If you ever have any questions regarding this topic, don't hesitate to contact MacPractice Support.

Free Six Month Read Only Access

Starting the day that your MacPractice support expires, your license will move into a Read Only state for six months. In Read Only, you will be able to log in and view/print existing data. However, you will be unable to add to or edit most existing data. This six month time frame allows most MacPractice users to export, save, and/or print anything they may need to either convert to another software or retain records for the (HIPAA required) six year time frame. Below are some details on exactly what you’re able to do and not do when your license is in a Read Only state. 

What you CAN do in Read Only

EHR

  • Can view completed form narratives

EMR or EDR

  • Can view completed form narratives

Ledger

  • View Transactions and Treatments

  • Add new comments to the ledger

  • Create a new Negative Adjustment or a Positive Adjustment and open or edit existing Adjustments

  • Export the ledger to Excel

  • Choose any option in the Print menu OTHER than Create Insurance Claim

  • View and print existing claims, including eClaims in the eClaim ability if the eClaim ability is turned on

  • Open and view existing insurance or patient payments

  • Print statements, encounter forms, treatment plans, patient chart, and clinical notes

Reports

  • Run and print all reports

Forms

  • View and print all EMR forms, EHR forms, and Notes 

Attachments

  • Open and save all attachments individually 

What you CAN’T do in Read Only

You are unable to create new information in MacPractice including new patients, appointments, forms or notes of any kind, attachments, charges, payments, claims, clinical summaries, messages, prescriptions, or orders of any kind.

If you have EDR/EMR and EHR Forms:

In the EDR/EMR Ability and the EHR Ability, you will only be able to view the narrative of completed patient forms, but be unable to make any changes to the form layouts or view the Form View of the completed form.

Therefore, it is very important that you ensure that your form narratives are exactly how you want them prior to making the transition to a Read Only license. We encourage you to check with a Support representative prior to a transition to ensure your EMR Narratives are how you’d like them, as future changes will incur support costs.

What happens after six months?

After the free six month Read Only time frame ends, you will be unable to access MacPractice UNLESS you purchase a Read Only License. A Read Only License will allow you to access MacPractice just as you did in Read Only for as long as you need. (Remember that you’ll still need to retain your MacPractice server on an Apple operating system version that is compatible with the version of MacPractice that you have installed.) For options and costs associated with a Read Only License, you can reach out to our Accounting team at any time via phone at (877)-220-8418 or email at accountmanagement@macpractice.com.

Can I export or convert my data to another software?

A lot of MacPractice data can be exported using our No Cost Export Options. If that is not sufficient for what you are trying to accomplish, MacPractice has a Conversions team that works to convert MacPractice data into formats that can be imported into other software. This typically includes things like ledger history, attachments, EHR forms, and Digital Radiography images, however it will differ with each conversion. Every conversion is a unique process depending on the data you wish to extract from MacPractice and the software that you wish to convert it to. For information on beginning a data conversion, you can reach out to our support team at (877)-220-8418.

What support services are available to read-only clients?

  1. HelpDesk Resources: Read-only clients continue to have access to our HelpDesk articles and resources available at helpdesk.macpractice.net.

  2. Additional Support Services: While full MacPractice Support is not included with read-only access, we offer the following paid support options at $250 per hour, with a minimum one-hour charge:

    • Phone Support with Screen Sharing: Contact us at (877) 220-8418 for direct assistance.

    • Chat Support: Use the chat widget on our website at www.macpractice.com for live support.

    • Email Support: Email us at support@macpractice.com with any questions or requests.

Recommendation: To determine the most effective support option for your needs, we recommend starting by emailing our support team. This will allow us to provide guidance tailored to your office requirements.

Effective January 1, 2025, complimentary support will no longer be available for read-only licenses. This policy reinforces a change implemented in February 2023. Clients with read-only access will continue to have free access to our HelpDesk articles at helpdesk.macpractice.net. Paid support options are available at $250 per hour, including phone support with screen sharing, chat, and email support. To determine the best support option for your needs, we recommend reaching out to our support team at support@macpractice.com.