The software vendor owns the application migration, but the practice's wider environment determines whether staff can use it reliably. A sound plan covers data, identity, devices, integrations, connectivity, training, cutover and recovery as one coordinated change.
Establish scope and ownership
Name the decision makersIdentify the practice sponsor, internal coordinator, software-vendor project lead, IT lead and owners for third-party integrations.
Define what success meansAgree the included locations, users, records, templates, correspondence, billing, appointments, reporting and integrations.
Confirm contractual and licensing datesRecord notice periods, data-extraction arrangements, new licensing, hosting, support and the period of access to the old system.
Create one risk and action registerTrack decisions, dependencies, unresolved questions, due dates and owners rather than splitting critical information across email threads.
Prepare the environment
Validate device and server requirementsCompare supported operating systems, hardware, databases, browsers, peripherals and remote-work requirements against the current environment.
Confirm connectivityAssess primary internet, upload performance, latency, Wi-Fi, failover and vendor access—particularly for cloud-hosted platforms.
Review identity and securityPlan individual accounts, MFA, least privilege, administrator access, remote support, endpoint protection and logging.
Inventory integrationsInclude Medicare, prescriptions, pathology, imaging, payments, reminders, online bookings, accounting, scanning and specialist devices.
Test, cut over and stabilise
Test representative workflowsUse realistic scenarios for reception, clinicians, billing and management. Include exceptions—not only ideal demonstrations.
Reconcile migrated informationThe practice and vendor should agree how record counts, balances, appointments, documents and other critical information are validated.
Prepare rollback and downtime decisionsDefine the point of no return, communication plan, approved workarounds and who may delay or stop the cutover.
Support the first operating sessionsArrange floor support, rapid vendor escalation, issue triage, follow-up training and a formal transition into ongoing support.
Important contextUse this resource alongside the current migration process supplied by the selected software vendor. Podium IT does not represent that every data field or integration can be migrated between platforms.