Safe data migration from your old system
How long a migration takes depends on the format, volume and cleanliness of the source data, so your source file is tried first in a dry run. You see which records will arrive clean and which wait for your decision before the migration starts. At the end, counts, totals and a sample are reconciled.
Seven steps from source file to reconciliation
Each step waits for your approval before the next begins. A dry run shows the result without touching real data, and the error report lists the rows to fix. If a duplicate patient turns up, the matching decision is yours, and re-running the same migration creates no duplicate records.
Signed record with provenance
Signed clinical records move with source and import information.
- The process is complete here.
All steps
- 01 Source file (Source) CSV, Excel, a defined legacy export or DICOM media.
- 02 Mapping preview (Mapping) Source columns are mapped to HekimBis fields; the result is shown before anything is written to real data.
- 03 Dry-run (Dry-run) The import is run without actually doing it; how many records will come across clean is computed.
- 04 Error report (Dry-run) Issues such as missing required fields, invalid dates and mismatched totals are listed row by row; you fix or accept them.
- 05 Import (Import) Records are imported with the mapping you approved. The import can be rerun.
- 06 Reconciliation (Reconciliation) Record count, financial total, a sample and file integrity are compared with the source.
- 07 Signed record with provenance (Reconciliation) Signed clinical records move with source and import information.
Alternative path from 04 Error report; it returns to the main flow at 05 Import.
- 04a Duplicate patient: matching decision (Mapping) Records that may be the same person are listed; you decide which merge.
Alternative path from 05 Import; it returns to the main flow at 06 Reconciliation.
- 05a Rerun: no duplicates (Import) When the same import is run again, existing records are recognized and no new ones are created.
07 Signed record with provenance
Which sources can be migrated?
If the format of your source does not fit a known definition, the scope is clarified together in advance.
CSV and Excel
Patient, appointment, service, price and account balance files are imported. A preview that maps columns to HekimBis fields is shown, and you approve the mapping.
Defined legacy-system exports
Exports from legacy systems in known formats are supported. Which formats are defined becomes clear in the demo, once your source file is reviewed.
Imaging and DICOM media
DICOM media is imported when needed. Matching images to patients and studies, and setting aside the unmatched, involves human review; file integrity is part of reconciliation.
The process runs in three stages, without surprises
Most clinics that put off changing software are more afraid of moving the data than of the software. In HekimBis, mapping preview, dry run, error report, re-run and reconciliation are part of the product, so you do not have to wait for a separate project calendar.
- 1
The source is reviewed
Your source file is reviewed and the scope is clarified.
- 2
Mapping and dry run
A mapping preview and dry run show which records will arrive clean; problem rows are listed and you decide.
- 3
Migration and reconciliation
The real migration runs and is reconciled against the source. At every stage, your approval is awaited before the next begins.
Your data is never held hostage, and leaving is part of the product
Leaving a software product depends on being able to take your data back. An authorized user can export the organization's complete data in an auditable form, and a secure deletion process runs when you cancel the plan or leave the service.
- Complete data export
- An authorized, auditable export of the organization's complete data is produced.
- Offboarding
- When a plan is canceled, a secure export and deletion process runs.
- Provenance
- Signed clinical records move with their source and migration information; where a record came from, when and by whom it was migrated can be seen afterwards.
- In every plan
- Secure data export is available in every plan.
The duplicate-patient decision is yours
In old systems the same patient may be recorded several times under different spellings. During migration these candidates are listed and you decide which are merged; a record is never deleted or merged on its own. Signed clinical records move with information showing their source, and file integrity of images and documents is part of reconciliation.
You or your team prepare the source file, and you review the mapping preview and error report and decide. On the HekimBis side the mapping, dry run, import and reconciliation report are run. At every point that needs a human decision, the flow stops and waits for you.
Frequently asked questions
How long does migration take?
It depends on the format, volume and cleanliness of the source data. Once your source file has been tried in a dry run, a clear plan is shared.
Can I upload my own data during the trial?
The seven-day trial is for working with sample data; for a dry run of your own source file, column headers and a few sample rows are enough. The real migration happens at the activation step after organization verification and the contract.
If I import the same file twice by mistake, are patients duplicated?
A migration can be re-run; existing records are recognized and no duplicates are created. Patients who may be duplicates are put to your matching decision.
How do I know the migration was done correctly?
A reconciliation report is produced at the end: record counts, financial totals, a sample and file integrity are compared with the source. If there is a difference, its cause is listed.
What if my old system will not release the data?
The situation is first assessed together in terms of the source file and the contract. Every format you can obtain the data in is tried in a dry run and brought into scope. This is not legal advice.
Do my signed clinical records change in migration?
Record content moves together with source and migration information; provenance showing the source is kept.
Can I take my data if I want to leave?
Yes. An authorized user can export the organization's complete data in an auditable form, and secure export is available in every plan.
Are financial balances in the old system migrated too?
Patients, appointments, services, prices and account matching are in scope. Financial totals are compared with the source in the reconciliation step; if there is a difference, its cause is listed.
Does my clinic keep working during migration?
A dry run does not touch real data; you keep working in your current system. The timing of the real migration and the transition plan are set together according to your clinic's workload.
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- Digital Clinic Management Guide for Moving from Paper to an Orderly FlowGoing digital in a clinic is not buying software; it is rebuilding the workflow. The flow from appointment to payment, and the steps that get skipped during the move.