Implementation & Data Migration — FAQ | CareOS

Implementation time depends on clinic size, data volume and staff availability. A typical project moves through discovery, configuration, data migration, training, a pilot and go-live. A single-doctor practice is faster than a multi-specialist centre. Plan a realistic schedule with clear milestones rather than rushing and risking quality.

In CareOS: the system runs in a browser, a demo prototype with dummy data is available, and much of the configuration is done without a programmer.

Involve several roles: a lead physician or partner who makes decisions, a manager or front-desk lead, a data owner who knows the old system, and a technical contact. Appoint one project lead to coordinate the effort. Bringing actual end users in early improves adoption and reduces resistance to the change.

Start by mapping your current system: what data exists, in what structure and at what quality. Clean duplicates and bad records, and decide what migrates and what stays archived. Prepare export files and a field-mapping between the systems, set a migration window, and back everything up beforehand. Clear documentation of the process prevents mistakes later.

You can usually transfer patient demographics, problem and diagnosis lists, medications and allergies, visit history, scanned documents, and billing balances. The scope depends on the previous system’s structure and export quality. Structured data migrates more easily than free text. Prioritise critical clinical data first, and verify it before relying on it in daily work.

Verify with count comparisons: patients, visits and documents in the source versus the target. Sample records for manual review, check critical fields such as dates, allergies and medications, and confirm Hebrew characters and RTL direction. Run reconciliation reports and get a clinical user to sign off before relying on the data in daily work.

Data that cannot be converted automatically can be handled several ways: manually enter critical items, keep the original as an attached scan, or retain the old system read-only as an archive. Define a clear policy for what must be re-entered and what is enough to preserve for viewing. Document every decision to protect continuity of care.

Start by defining the digital record structure and the required fields. Scan existing documents and attach them to the patient chart, and enter key clinical data as structured text. You can begin with active patients and continue as needed. Set one consistent procedure so every new record is created digitally from the outset.

In CareOS: work is done in a browser, and scans and documents are attached to the patient chart.

Prefer a gradual rollout: configure and train in the background while the clinic keeps working, and move one module or patient group at a time. Choose a quieter window for the switch itself, and keep a support team available on day one. A prepared rollback plan lets you step back if a serious fault appears.

In CareOS: a demo prototype with dummy data is available for practice before the switch.

Running two systems in parallel during transition can reduce risk: the old system stays as a read-only backup while the new one goes live. The downside is double entry and extra load on staff. It is usually better to keep the old one read-only for a limited, predefined period and set a clear cut-off date to avoid permanent duplicate work.

On go-live day, check that all users can log in with the correct permissions, that patient data loaded fully, and that core workflows work: booking, opening a visit, prescriptions and billing. Confirm Hebrew printing, an active backup and an available support team. Assign a contact for faults and a checklist to run before declaring the switch a success.