Agree what needs to move
Changing a veterinary PMS involves more than copying a client list. Start with an inventory of the information your practice relies on, including patient histories, attachments, future appointments, account balances and stock records. Agree which items need to be available in the new system and which will remain in an accessible archive.
This is a planning guide, not a promise that ClinicDay can import every source or format. Confirm the current import options and responsibilities with the team before agreeing a migration date.
Check exports and responsibilities
Ask the existing supplier what can be exported, in which formats and at what cost. Confirm any notice period, archive access and arrangements for records that cannot be imported. Agree a secure transfer method and who is authorised to handle the files.
- List the source systems and records to transfer.
- Confirm export formats, attachments and identifiers.
- Agree import exclusions and archive access.
- Assign responsibility for transfer, validation and approval.
Validate a representative sample
Before a final changeover, compare a representative set of source and destination records. Include multi-pet households, long clinical histories, signed entries and amendments, open invoices and future appointments. Check that relationships and dates still make sense, not just that the total record count matches.
For example, a household with two patients should retain the correct owner links and separate histories. A future appointment should point to the correct patient and retain its agreed time. Resolve discrepancies and record the validation outcome.
Prepare the changeover and the team
Agree a final export window, who may enter information during the changeover and how any late changes will be reconciled. Define a fallback plan with the suppliers before committing to a switch. Train colleagues on the work they need for the first day rather than only showing the navigation.
- Confirm staff access and role permissions.
- Rehearse booking, consultations, billing and handovers.
- Identify the contact for issues during the changeover.
- Check the final import and sign off the agreed validation.
- Review unresolved issues and archive access after the switch.