How does migration work
The first step of the migration process is for your clinic to provide HQ with a database export of your “old” software. After we get that data our developer will review and prep it for the next step. (If you upload data, please rename the file(s) as your full clinic name.)
The second step in the data migration process is what we informally call “translations.” This means we pull over several pieces of information which need to be cleaned up by hand. The areas of concern are: Items (this you sell services/products/vaccines), colors, breeds, declined surgery reasons, deceased, and rabies manufacturers. By hand we will go one by one through every single items that has ever been used by your clinic and match/reclassify them to a standardized medical item. The length of time on the process varies. Some clinics only have a few hundred items to translate while others have thousands. It is a key step, since this is how we get your old data outfitted to Clinic HQ.
The third step is we run a mock migration. This puts the data back together in a mock Clinic HQ environment to display how the data will look in the new format and for the final run.
The fourth step is we spot check the mock against your data. An HQ team member will schedule a meeting with your clinic to review the mock migration. We look at sample appointments and reports to ensure that the data came together successfully in HQ. Sometimes during this process we may find errors. This errors will need to be corrected and a new mock migration run and again a new meeting scheduled to review. We will meet and review as many times as it takes to get the ideal mock. It should be noted that there are some things that we will not be able to get exactly like it was in your old software. There is to be an expected small margin of discrepancy even in the final mock, however, we will try to get as near to perfect as possible!
The final step is the actual migration. Once your clinic has agreed to the review of the final mock migration, our developers will push the data to your live Clinic HQ profile. Once this occurs we cannot make any changes to the data if you find a problem. When the final step is completed, Clinic HQ will erase the database export your provided in Dropbox at the beginning of this process. All data will now solely be in HQ. We cannot provide the original database reports used in the migration should you ever cancel your Clinic HQ subscription.
What comes over
Client name
Client address
Client phone
Client email
Animal name
Animal species
Animal breed
Animal sex
Animal age
Animal weight
Animal colors
Veterinarian
Services received, including vaccines
Rabies vaccine lot number
Rabies vaccine lot expiration
Rabies tag number
Microchip number
What does not come over
Future appointments
Veterinary notes
No financial information (all animals paid out)
How much does it cost?
It’s free, but you must pay for a year of service ($2,300) upfront. It’s also non-refundable after we begin work on the migration. Once we receive your data and begin work, your clinic will be billed for a year of HQ. After this period, if you would like to return to a monthly subscription, please open a help ticket.
Starting
We ask that you begin using HQ right away, and once you are sure you want to do it, then we can work on the migration. Since we don’t charge for the actual work of the migration and the one year paid upfront is not refundable, it is important to ensure your clinic is sticking around. Some migrations are easier than others and the process can take a good bit of time and a lot of hard work from our team. It may take an average of four weeks but up to eight to complete the migration.
What programs can you migrate from?
We know for sure we can migrate data from
- Avimark
- Cornerstone
- DVM Manager
- Impromed
- IntraVet
- IntraVet (v3 the old one)
- Quickbase
- VIA
- eVet
- Hippo
- VetBlue
- Any excel file
