Advanced import (Paid)
The extensive import may include: the basic patient details, historical records, photos, attachments and (future) appointments.
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.
Or if you have a large number of future appointments scheduled in your old EMR or booking system, those can be imported as well. This saves you from the hassle of manually entering all future appointments in your new calendar.
Importing historical records, attachments or appointments requires custom work. The costs are generally between € 1.000 and € 3.500 (one-time fee excluding VAT), and the import takes around 2–6 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.
Appointments
If you have a large number of future appointments scheduled in your old EMR or booking system, those can be imported as well. This saves you from the hassle of manually entering all future appointments in your new calendar.
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.
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).
Data import process
Please describe the data you wish to import. An easy way is to make screenshots in your current software of the data fields (e.g. patient details, appointments, photos and notes) you would like to be imported into Clinicminds.
Send a request to your current software vendor for the data export. We can provide you with an email template detailing how and what to ask.
When data is received from the vendor, upload the screenshots and the raw data file(s) via our secure upload link.
We will analyze the data and give you feedback about the import options, together with a quote and timeline.
Plan with our team the final data import and switch date.
When agreed, request the final (most up-to-date) raw data export from your current vendor.
Confirm that the data is imported properly into Clinicminds.
You can now shutdown your old system and start using Clinicminds.
Important: After the final import is completed in Clinicminds, you must no longer add/edit data in your old software system! You can, of course, still view the data there.