Data Migration & Export Services

Whether you are moving to MediRecords from another practice management system, or you are an existing customer who needs a copy of your data for reporting or other purposes, MediRecords supports both directions of the journey. This article covers how data migrates in when you switch to MediRecords, and how to request a data export if you are already a customer.

Contents:

1. Migrating Your Data to MediRecords
   • Checking What Moves Across
   • The Migration Process
   • How We Verify Your Data
2. Frequently Asked Questions
   • Which Systems Can You Migrate From?
   • How Do You Check the Migration Is Complete?
   • How Long Does a Migration Take?
   • Is My Data Secure During and After Migration?
   • Will There Be Downtime or Disruption?
   • What Support Is Available?
3. Requesting a Data Export

Migrating Your Data to MediRecords

Moving practice management systems raises an obvious question: what actually comes across, and how easy is the change? MediRecords offers a free, interactive checker so you can see exactly what migrates from your current system, field by field, before committing to anything.

Checking What Moves Across

Every system stores data differently. Some fields move straight across, some move across but sit in a different place in MediRecords, and a few need a sample of your data before they can be confirmed. The checker shows the detail for your exact system and connects you with the migration team.

• See exactly what migrates from your current system, in seconds, with no sales call first
• Spot the fields that need a closer look, so there are no surprises
• Get a clear picture of your move, tailored to your software
• Preview how each field appears in MediRecords

The Migration Process

Migrating to MediRecords follows four steps, from initial scope through to go-live:

1. Scope your migration - the team talks through your requirements and what you need to bring across, so the plan fits your practice.
2. Sign the consent form - this sets out exactly what data is being moved and gives permission to access your current system. It takes a few minutes to sign.
3. Upload your data - you are given a secure location to upload your database export, in whatever format you have.
4. Test and go live - your data is migrated into a test environment and checked against your source system. Any issues found are fixed. Once the test is clean, your records are pushed to your live MediRecords account and a start date is set.

How We Verify Your Data

Data always runs through a test environment first, and is checked against your existing system before anything goes live:

• Checked against your source - the converted data is reviewed against your existing system before going live.
• Verified using real patients - for each patient, the record with the longest history is brought across, so the fullest version of their clinical data carries over. You review the result against a checklist provided by the team.
• A clean-up report for duplicates - if the migration creates duplicate records, a clean-up report is shared with your team so you know exactly what to review.

Frequently Asked Questions

Which Systems Can You Migrate From?

We migrate from 17 systems, including Best Practice, Medical Director, Zedmed, Genie, Gentu, MasterCare, Clinic to Cloud, Medical Wizard, Coreplus, Halaxy, Cliniko, and Trakcare. Use the checker provided at the top of this page to see exact results for your system.

How Do You Check the Migration Is Complete?

We migrate into a test environment and review it against your current system first. For each patient, we bring across the record with the longest history, so the fullest clinical picture carries over. You then verify the result against a checklist we provide.

How Long Does a Migration Take?

A data migration to MediRecords typically takes between 3 to 10 weeks. The lead time between a migration's commencement and completion relies on a number of factors:

1. Which system you are migrating from: some systems are more straightforward, and others need a bit of massaging to get the data into the right shape. Use the checker above to find out what moves across from your current system.
2. How many records are in your database: practices with a high patient volume or extensive patient record histories will naturally require more effort than those without. Every migration receives specialist attention and care regardless of size.
3. How many practices want to switch to MediRecords at the same time: during busy periods, such as end of year or end of financial year, migrations may take longer to process. Reach out to the team to get a clear timeline for your migration.
    

Is My Data Secure During and After Migration?

Yes. Our team has implemented several processes to ensure that data migration is performed as securely as possible. After migration, your data is stored securely within our infrastructure, and extra precautions are taken during the trial migration. This ensures your data's security is maintained throughout the entire process.
 

Will There Be Downtime or Disruption?

No. There should not be any downtime or disruption to your practice during the migration.

The migration process involves inserting new data rather than updating existing data. This approach minimises the risk of disruption and downtime, as it reduces the likelihood of impacting your current operational data.

What Support Is Available?

Support is available throughout and following the migration process. Our team is ready to assist with any queries, concerns, or issues you may encounter. During migration, we provide real-time support to ensure a smooth transition. After migration, ongoing support is available to address any post-migration needs.

Requesting a Data Export

If you are already a MediRecords customer and need a copy of your data, for example for your own reporting requirements, or because a provider is moving to another organisation and needs to bring their patient files with them, MediRecords offers this as a scoped service tailored to what you need.

To get started, contact your Customer Success Manager or email success@medirecords.com to discuss what you need exported, along with timing and any specific requirements. The team will confirm scope and next steps with you directly.