Switch systems without losing data or closing the diary

Migration is free in every paid plan. We do not charge by record count and we do not charge more for an awkward source system.

Our team runs it:

1. export from the previous system
2. import into ZenMed
3. validation of every table
4. training for reception and for the doctors
5. the final cutover

Your part comes down to two things: getting us the export from the old system, and naming the person who will confirm the data looks right afterwards. The rest happens on our side.

The only cost you really carry is your team’s time: the training day and a week of working in two systems in parallel. It is worth scheduling that outside your busiest weeks.

We have moved data out of every shape of source a practice runs today:

• Booking portal
• Desktop practice software
• Spreadsheets
• Paper records
• In-house tool
• Another cloud system
• Hospital module

If your vendor is not a system we have seen before, it changes nothing. Under article 20 of the GDPR you have the right to receive your data in a structured, commonly used, machine-readable format, and that right does not depend on your vendor’s goodwill. We agree the format during the audit.

In practice this means a vendor cannot refuse to hand over your data or make the handover conditional on an extra fee. If you are told the export is impossible or costs separately, that is a conversation to have with them, not an obstacle to moving.

Before you sign anything anywhere, ask your current vendor for a sample export. The format you get back tells you more about the real cost of leaving than any clause in the contract.

No. We move the whole base:

• patients: identifiers and contact details
• visits and documents: prescriptions, referrals, imaging
• invoices, commissions and service catalogues
• historical records, for the full period your country requires them to be kept

Every table is validated after the import so nothing goes missing.

The historical records matter most, because the obligation to keep medical documentation for years does not care which system you work in. Changing vendors does not reset it, so the data has to come across in full rather than only in the part that was convenient to import.

You get a validation report: how many records were in the source, how many landed in ZenMed, and what does not reconcile. Until you accept it, the old system stays switched on.

Five to fifteen business days on average: a 3-doctor clinic 8 to 12 days, a 16-doctor practice 12 to 18.

For the first week you work in both systems in parallel: new visits in ZenMed, the old system as a backup. No interruption to patient care and no lost appointments.

The spread in those dates comes from the source format, not from the record count. A clean database export goes through in days; PDF dumps and spreadsheets need manual mapping and stretch the whole thing.

So the first step worth taking, before you even decide, is asking your current vendor about the export format and the lead time. The real schedule depends on that answer, not on our side of the process.

Training is planned separately for two groups:

• reception: one day of training plus access to video recordings
• doctors: one day plus a one-on-one check-in after a week

For the first three months a dedicated account manager replies within an hour, so the early weeks are run alongside your team rather than handed to them.

We split those sessions because reception and doctors use completely different parts of the system. A joint session ends with each group spending half the time hearing about features they will never touch.

The biggest risk is not the system’s difficulty. It is the person who happened to be on leave on the training day and comes back to a new tool with no introduction. Fix the attendee list before the date and add anybody missing to the check-in.

Two routes. We can help you through the termination, or you finish the current term and move when it ends. ZenMed runs month-to-month with no cancellation penalty, so nothing here ties you down in turn.

Before you serve notice, check two things in that contract: the length of the notice period, and whether the vendor commits to releasing your data after it ends. The first sets the date; the second decides whether there will be anything to move.

If the notice period is long, there is no reason to wait it out. The data can come across earlier and you can work in ZenMed while paying out the last months of an unused contract, rather than rolling it over for another year.