Switching · How migration works
What comes across, and what doesn't.
Migration is a data question, not a project-management one. Here is exactly which records move by default, which move on request, and which are better left where they are.
Included on Solo and Group Practice. Large historical migrations are quoted separately.
What moves
Twelve record types, three answers.
Anything marked on request is a sizing conversation rather than a no. Anything marked stays put is our honest read that moving it would cost more than it is worth.
Demographics, contact details, identifiers and program assignment for everyone currently in treatment.
Carrier, member ID, group, subscriber relationship and coordination of benefits order.
Goals, objectives and target dates, so continued-stay reviews carry on rather than restart.
Claims already submitted stay with your current clearinghouse; unbilled encounters come across.
For residential and detox — who is in which bed, with admission dates.
Licences, expirations, roles and payer enrollments for everyone on the roster.
Available as a quoted migration. Most programs bring twelve to twenty-four months.
On request. Worth doing if you expect audits covering that period.
Volume-dependent. We will size it from a sample before quoting.
Comes across if your current tool can export instrument results with dates.
Stays in your current system as the system of record for closed financial periods.
Cannot be imported meaningfully. Retain your old system's export before decommissioning.
Three ways in
File export, FHIR, or the API.
Your current vendor produces CSV or Excel exports and we map them once. This is how most migrations run, because every system can export something.
- What you need
- An export function, or a vendor who will produce one on request.
- Typical timeline
- One to two weeks from receiving files to a verified test import.
- Where it struggles
- Custom fields with no equivalent, and documents exported without their original dates.
If your current EHR exposes a FHIR endpoint, we read from it directly — Patient, Encounter, Condition, MedicationRequest, AllergyIntolerance, CarePlan and Observation come across as structured resources rather than flattened rows.
- What you need
- A FHIR R4 endpoint on your current system, and credentials scoped to read.
- Typical timeline
- Comparable to file export, with less mapping and fewer ambiguities.
- Where it struggles
- Coverage varies. Many systems expose Patient and Encounter well and everything else thinly.
Write directly into ProbityCare from your own scripts. Useful when you are migrating from something bespoke, when you want to control the sequencing yourself, or when you need records kept in step during the parallel period.
- What you need
- Someone technical on your side, and API access enabled in Settings.
- Typical timeline
- You control it. Some programs load in a weekend, others stage it over a month.
- Where it struggles
- It is your import to debug. We will help, but the schedule becomes yours.
The process
Five steps, and you verify twice.
File export, FHIR, or our API — decided in week one, based on what your current system can actually do.
Step 1Your fields to ours, once, with you confirming anything ambiguous rather than us guessing.
Step 2Everything lands in a sandbox first. You open charts and tell us what looks wrong.
Step 3Record counts checked against your source system, discrepancies listed and explained.
Step 4The real import, timed so nobody is charting during it.
Step 5No migration is lossless, whichever path you take. Formatting inside free-text notes can shift, custom fields without an equivalent need a decision, and some systems export documents in ways that lose their original dates. We would rather tell you which of those apply to your system before you sign than discover them together in week two.
Before you start
Five things worth deciding first.
Bring this to the walkthrough and we will go through it with you.
Before anything else. Whether it offers a FHIR endpoint, a full CSV export, or neither determines which path you are on.
Twelve months, twenty-four, or everything. This is the single biggest driver of cost and timeline.
Some systems make export difficult. Test it early — before you give notice, not after.
Somebody clinical needs to open real charts after the test import. Nobody else can tell whether a note came across correctly.
Retain access, or a full export, for as long as your state retention rules require.
Production import happens outside operating hours. Residential programs need to pick the quietest night.
Clinical
Charting & forms
Most systems give you their note types and wish you luck.
Read more →Clinical
Health record & eMAR
Diagnoses, medications, allergies, vitals, labs, and administration records on the same chart as the clinical note — so residential and detox programs stop keeping a second paper MAR.
Read more →Revenue cycle
Claim scrubbing
Validation runs before the claim leaves, highlights the exact field that will get it kicked back, and says why in plain language — not a rejection code you have to look up.
Read more →Two decisions, then it is mechanical
Which path your current system can support, and how far back you bring history. Those set the cost, the timeline, and how much verification your clinical team has to do. Everything after that is process.
Bring your current systems and your retention obligations to a walkthrough and we will map it against them.
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