You are moving a practice to Heltio and your patient database sits in your previous software. The migration is done by the Heltio team — there is no screen in the app today where you upload a file yourself. You do not have to retype anything by hand; you do have to arrange it with us.
How to do it
Export the data from your current software
Ask your current vendor for a full export. Above all we need: patient data together with consents, appointment history with statuses, clinical notes and attachments. The format is not critical — we have already worked from spreadsheet exports and from interchange files.
Write to us before you sign with us
Migration affects your go-live date, so we discuss it before you start seeing patients in Heltio. When you get in touch, give us the name of the previous software and roughly how many patients and appointments there are.
We check the export before we write anything
The first pass is a dry run only: we count rows and check that the relations hold together, writing nothing. You get a report of what will carry over and what is missing from the export. Only after you accept it do we start writing.
We move the data in stages
In order: the clinic together with its rooms and price list, patients together with consents (privacy policy, marketing, data processing), treatment series, appointments with their statuses preserved, clinical notes together with ICD-10, ICD-9 and ICF codes, and attachments last. The run is resumable — an interrupted migration picks up where it stopped and does not duplicate what has already moved.
Check a sample before you start working
After the migration, open the patient list and check a dozen or so records: whether the contact details are right, whether the appointment history has the correct dates and statuses, whether the attachments open.
What the migration does not cover
- P1 certificates. The clinic configuration and practitioner identities carry over, but certificate files cannot — you upload those yourself in the P1 configuration.
- Patient passwords. Patients set up their portal access from scratch.
- Billing from the previous software. Invoices issued in the old system stay in the old system; in Heltio you start a new numbering series.
Who has access
Clinic AdminThe migration is requested by the clinic owner or administrator — they are the ones responsible for the patient data as controller in the GDPR sense. Heltio processes it on their instruction; the details are in the data processing agreement.
Related
- Exporting clinic data — how to leave Heltio, should it come to that.
- Data retention — how long we keep the migrated records.