If you have extensive records registered digitally, those can be imported into Clinicminds. This would be the case if you switch from another EMR system. We can import records by date, with each record consisting of separate fields/values.

And if you have attachments, like signed informed consents or photos of your patients, we can import those too. These could come from another EMR system, or simply be scanned from paper.

Importing historical records and attachments requires custom work. The costs are generally between € 500 and € 1500 (one-time fee excluding VAT), and the import takes around 2 weeks.

If you only want to import patient details, read more about the types of data that can be imported into Clinicminds.

Historical records

When importing historical records, any desired text field can be imported. We create import records with a specific date. Each record can contain as many fields with textual values as desired. If your data is structured properly, separate visits/treatments can be imported into separate records, each with a different record date.

The format of the data is often determined by the supplier of your old EMR/CRM software. We can handle most data formats, like CSV, XLS(X), XML, or JSON.

It is essential that the historical records can be linked to a specific patient (that is also imported into Clinicminds). For example, this could be using a patient identifier (ID) that is present at both the patients and historical records to import.

Ensure that your file uses the proper encoding, so special characters (like characters with accents such as “é”) can be imported correctly.

Attachments

In addition to historical records, attachments like signed informed consents or photos can be imported as well. Attachments can be linked to a general patient file, or a dated historical record (specific visit/treatment).

Most file types can be handled, like JP(E)G, PDF, DOC(X), and more.

It is essential that the attachments can be linked to a specific patient (that is also imported into Clinicminds). For example, this could be using a patient identifier (ID) that is present at both the patients and attachments to import.

Patient details

In addition to the historical records and attachments, you also need to import patient details like names and contact details into Clinicminds. You can read more about the supported fields in the patient details import article.

Contrary to the free patient details import, we support other formats than CSV and XLS(X) (like XML or JSON) when you also import historical records and attachments. Note that you should not submit your patient details through the free import service if you wish to import historical records and attachments. They must be processed differently to ensure that we can link the historical records and attachments to the imported patients.

Submitting the data

We will provide you with a personal URL where you can upload your data securely. For security reasons, you should not send data using email or other insecure methods. Unless otherwise agreed, we do not accept data on physical mediums (like USB drives).

Process

When switching from another EMR/CRM system, the process for importing historical records and attachments is normally as follows:

  1. You request the import. Please describe the data that you wish to import, and send an example of the format (for 2 or 3 test patients).
  2. We review your request and send a proposal (including costs and expected duration).
  3. You submit the patient details.
  4. We import the patient details into Clinicminds. This often takes 1–2 working days.
  5. You switch your operations to Clinicminds. Only proceed to the next step when you no longer use your old system.
  6. You submit the historical records and attachments. From this moment, you must no longer add/edit data in your old system! You can still view the data there.
  7. We import the historical records and attachments into Clinicminds. This often takes a maximum of 2 weeks, depending on the format.
  8. You confirm that the data is imported properly in Clinicminds. You can now shutdown your old system.

Warning: We cannot guarantee that the imported data will be complete, as we have no insight into the way data was stored in your old system. You should always keep a copy of the (exported) data from your old system yourself.

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