When you sign up for HQ, you can have your clinic’s current data, with some exceptions, transferred over to HQ.
How does migration work?
Step 1: Provide HQ with a database export from your old software. Once we receive the data, our developer will review and prepare it for the next step in the process. If you’re uploading the data, please rename the file(s) using your full clinic name.
Step 2: We informally call this phase “translations.” During this step, we manually clean and organize several pieces of data that have been pulled from your old system. The key areas we focus on include: Items (services/products/vaccines), colors, breeds, declined surgery reasons (optional), deceased reasons (optional), and rabies manufacturers (optional). 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 in HQ. 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.
Step 3: 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.
Step 4: An HQ team member will schedule a meeting with your clinic to review the mock migration. During this review, we’ll examine sample appointments and reports to confirm the data transferred correctly into HQ. Sometimes, we may find errors during this process. If we do, the errors will need to be fixed, a new mock migration will be run, and another meeting will be scheduled to review the updates. This process will be repeated as many times as needed to create an ideal mock.
Please note: there may be minor differences between the data in HQ and your old software. While we aim to make the mock as accurate as possible, a small margin of discrepancy is expected—even in the final version.
Final step: 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 you provided 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 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
- ezVet
- Hippo
- VetBlue
- Any excel file
If it’s a program outside of these, you will need to provide a copy of the database, and we will determine if we are able to migrate it.
