The patient import rejects the data
There is no import wizard in the panel and no screen that rejects a file. Migrating a database from your previous software is done by the Heltio team, and errors in the source data surface in a dry-run report before anything is written.
Are you seeing these symptoms?
- You are looking in the settings for a screen to upload a patient file
- Someone promised an import report with a list of errors per row
- You do not know what to prepare before moving off your previous software
- After a migration some records look incomplete
Moving a patient database from other software is done by the Heltio team, from an export the clinic provides. There is no self-service file upload today and you should not plan your move around waiting for one. That does not mean the data has to be retyped by hand — it only means you have to arrange it with us.
How to do it
Ask your current provider for a full export
What we need above all is the patient data together with the consents on record, the appointment history with its statuses, the clinical notes and the attachments. The format is not critical — we have worked from spreadsheet exports and from interchange files. What is critical is completeness: an export taken while the clinic is working, halfway through the day, can differ by dozens of rows from a second export taken the same day.
Write to us before you start seeing patients in Heltio
The migration affects your go-live date. When you get in touch, give us the name of the previous software and the approximate number of patients and appointments — that is what determines how long it takes.
Read the dry-run report
The first pass is a dry run only and writes nothing. We count the rows, check the consistency of the links and list the discrepancies: appointments pointing at a record that does not exist, records with not a single appointment, attachments with no document. You get a report out of it.
That report is where you make the decisions. A discrepancy can be handled three ways: fix the data in the previous software and export again, deliberately skip the rows named, or fill them in by hand after the migration. We do not start writing until you have accepted the report.
Check a sample right after the move
After the migration, open the patient list and go through a dozen or so records: do the contact details and consents match, does the appointment history carry the right dates and statuses, do the attachments open. Do this before you start working on the migrated data — a fix is cheap then, and later it spreads through the records.
What the migration does not cover
- P1 certificates. The clinic settings and practitioner identities carry over, but the certificate files themselves cannot — you upload them in the P1 configuration.
- Patient access to the portal. Accounts are created afresh; passwords from the previous software do not carry over and could not.
- Billing. Invoices issued in the old software stay in the old software. In Heltio you start a new numbering sequence.
When something does not work
An interrupted run does not start from scratch and does not duplicate what has already been moved — it picks up where it stopped. If a whole category of data is missing after the migration, tell us which stage it belongs to: we move stages one at a time, without touching the rest.
Gaps in individual records almost always come from the export, not from the move. The dry-run report in step 3 lists them in advance — if something was on it, it will be there after the migration too.
Who has access
Clinic AdminThe migration is requested by the clinic owner or administrator. They are responsible for the patient data as controller within the meaning of the GDPR, and Heltio processes it on their instruction.
Related
- Migrating a patient database from another system — the full description of how a migration runs.
- Clinic data export — the route in the other direction.