Smartsoft offers professional services to transfer your data from other systems into PracSuite. Our data transfer team handles this import process and will liaise directly with you to discuss how to export data from your current system, to assess the quality of the data and to schedule your final transfer date.
Data Migration Frequently Asked Questions
What data can we import to PracSuite?
The scope of the data that we can import from third-party systems will depend on what system your data currently resides in. Exporting data can be as simple as running a backup within the software, or you may need to contact the software provider to request a decrypted backup. Some software providers may charge a fee to provide this data backup service.
Click below to learn more about data transfer options from common systems.
IMPORTANT NOTE: These inclusions below are based on standard configurations of each third-party system. If your system varies or has unique elements, the below inclusions may not be available based on the data quality and availability.
If your current software is not listed, please contact us to discuss your requirements.
Basic Spreadsheet Import
Smartsoft provides a free basic data transfer service from an Excel spreadsheet template. For further information on this option, please contact us.
Cliniko
Priced at $790 inc GST.
Basic Patient Data - Contact details, addresses, DOB, referral information, notes/warnings, and Medicare/DVA details.
Appointments - Future appointments and historical appointments for 2 years previously.
Attachments - All documents/files uploaded to patient files.
Clinical Notes - All historical clinical notes will be included.
Patient Account balances - If a patient is in credit or owing, we can add either a cash payment as credit or an outstanding invoice for the amount owing on the patient file.
Data backups for the transfer are sourced via exports directly from the Cliniko software. Done through the settings menu and then select the "Data Exports" option. Here exports can be run that provide all of the data we need for the transfer. A guide for this is below.
CorePlus
Priced at $790 inc GST.
Basic Patient Data - Contact details, addresses, DOB, referral information, notes/warnings, Medicare/DVA details, and patient contacts if in use.
Appointments - Future appointments and historical appointments for 2 years previously.
Attachments - All documents/files uploaded to patient files
Clinical Notes - All historical clinical notes will be included.
Patient Account balances - If a patient is in credit or owing, we can add either a cash payment as credit or an outstanding invoice for the amount owing on the patient file.
A data backup for the transfer can be completed from inside the CorePlus software when logged in as a user with 'Supervisor' level access. Below is a guide for completing a data backup in CorePlus.
Power Diary
Priced at $790 inc GST.
Basic Patient Data - Contact details, addresses, DOB, referral information, notes/warnings, Medicare/DVA details, and patient contacts if in use.
Appointments - Future appointments and historical appointments for 2 years previously.
Attachments - All documents/files uploaded to patient files
Clinical Notes - All historical clinical notes will be included.
Patient Account balances - If a patient is in credit or owing, we can add either a cash payment as credit or an outstanding invoice for the amount owing on the patient file.
Data backups are provided from inside the Power Diary software as CSV exports. This can be completed by following the below guide.
VisitBase
Priced at $790 inc GST.
Basic Patient Data - Contact details, addresses, DOB, referral information, notes/warnings, and Medicare/DVA details.
Appointments - Future appointments and historical appointments for 2 years previously.
Attachments - All documents/files uploaded to patient files
Clinical Notes - All historical clinical notes will be included.
Patient Account balances - If a patient is in credit or owing, we can add either a cash payment as credit or an outstanding invoice for the amount owing on the patient file.
Data is provided via exports that can be run from the software. This can be completed by following the guide below. This can take considerable time to process and generate the exports.
NOTE: If you have a cloud-hosted version of VisitBase, you will need to contact VisitBase support services to have exports provided for the transfer. This may be a chargeable service.
Halaxy
Priced at $790 inc GST.
Basic Patient Data - Contact details, addresses, DOB, referral information, notes/warnings, and Medicare/DVA details.
Appointments - Future appointments and historical appointments for 2 years previously.
Attachments - All documents/files uploaded to patient files
Clinical Notes - All historical clinical notes will be included.
NOTE: The Halaxy export of Appointments does not include any 'notes' on the appointment book, only the actual appointments with patients.
Data can be exported directly from the Halaxy software. Below is a guide on the export process in Halaxy.
PPMP
Priced at $790 inc GST.
Basic Patient Data - Contact details, addresses, DOB, referral information, notes/warnings, and Medicare/DVA details.
Appointments - Future and previous appointments for the past 2 years are possible but dependent on the complexity of your PPMP system.
NOTE: Some PPMP systems cannot provide the required information about the patient appointments for us to accurately recreate them. We will not know for certain if appointment information can be included until we assess your system.
Attachments - All documents/files uploaded to patient files.
Clinical Notes - All historical clinical notes will be included.
PPMP data will need to be provided by PPMP support. They will provide decrypted copies of your data for us to work with.
Note: This may be a chargeable service through PPMP support services.
Nookal
Priced at $790 inc GST.
Basic Patient Data - Contact details, addresses, DOB, referral information, notes/warnings, and Medicare/DVA details.
Appointments - Future appointments and historical appointments for 2 years previously.
Attachments - All documents/files uploaded to patient files.
Clinical Notes - All historical clinical notes will be included.
Data backups for the transfer are sourced via exports directly from the Nookal software. Here exports can be run that provide all of the data we need for the transfer. A guide for this is below.
TM2 & TM3
Priced at $790 inc GST.
Basic Patient Data - Contact details, addresses, DOB, referral information, notes/warnings, and Medicare/DVA details.
Appointments - Future appointments and historical appointments for 2 years previously.
Attachments - All documents/files uploaded to patient files.
Clinical Notes - All historical clinical notes will be included. We can only import clinical notes in PDF format, which is available in select TM2/3 setups. Contact TM2/3 for further clarification on what type of clinical note export is available for your system.
eNoteFile
Priced at $790 inc GST.
Clinical notes are exported from eNote file in PDF format, which will be imported into the patient's clinical note timeline in PracSuite.
Attachments are added to the Files tab within the PracSuite patient file.
We will attempt to match eNote PDFs based on patient first name, last name and DOB.
If there are multiple possible patient file matches in PracSuite, we won't import those eNote PDFs because we don't know which patient file is the correct one.
If we cannot match the eNote PDF to a patient file in PracSuite, the PDF won't be imported.
Jane App
Priced at $790 inc GST.
Basic Patient Data - Contact details, addresses, DOB, referral information, notes/warnings, and Medicare/DVA details.
Appointments - Future appointments and historical appointments for 2 years previously.
Attachments - All documents/files uploaded to patient files.
Clinical Notes - All historical clinical notes will be included.
Data Migration Frequently Asked Questions
What needs to be completed before your data migration date?
Setup and training must be completed prior to your data migration date. Further information about the PracSuite setup process can be found here.
What happens on your data migration date?
Please find a general overview of the final data migration date and process below:
We will obtain a backup of your existing data. The size of your backup will determine whether we obtain a backup the evening before or the morning of your final migration date so that we have enough time to complete the process.
Any data entered into your old software after the backup process commences will not be transferred to PracSuite and will need to be manually re-entered once your PracSuite data migration is complete.
Our aim is to minimise your downtime. For most practices, the data migration process will reach a point when where you can start using the system by late afternoon on your migration date. We will call you to confirm when the process is at this point and give you the all-clear to start using PracSuite. Some historical data such as clinical notes great than two years old will continue to be uploaded into the evening.
What happens after the data migration?
For most practices, our team will call by late afternoon on your data migration date to confirm that your data migration is complete. After this time, you will need to start using PracSuite. Once you've received this call, we highly recommend reviewing the following within PracSuite:
Manually transfer into PracSuite any data you've entered into your old software since the backup was collected