A data migration is the process of transferring data from one system to another. When you transition your existing business to Semble, you may need our data migration service to get your existing medical data into Semble to enable business continuity.
Data migration is an important part of your transition to the platform. To ensure this transition is as seamless as possible, it is important that you familiarise yourself with our data migration process, understand what we require from you, and spend enough time prior to your data migration date setting up your Semble system for a successful go live.
In this article:
What data can be migrated to Semble?
The following data can be migrated into Semble:
Tasks & Recalls
The following data cannot be migrated into Semble:
Credit card details
System specific user created items
Note: The exact lists of data that can and cannot be migrated will vary depending on the system that you are migrating from and the data provided to us. The migrations team will let you know precisely which data can be migrated when you start the migration process.
If you require a data migration as part of your move to Semble, or you require additional data to be migrated into an existing Semble account, our internal migration team can do this for you. Please contact our Customer Success team: firstname.lastname@example.org
Note: There is a charge for the data migration service, and the final quote for your data migration will be dependent on your specific requirements.
*Additional charges can apply if your previous system makes the migration process more complex. If this has not already been discussed with you, please contact our Customer Success team: email@example.com
The Migration Process
Step 1: Understanding your requirements
To better understand your data migration requirements, we require you to complete our
5-minute questionnaire below. Once completed, our team will follow up to clarify and confirm the scope of your requirements and finalise the quote for your data migration fee.
Step 2: Getting your data ready
Before we agree and schedule a data migration date, you first need to get your data ready. Contact your current system provider and let them know that you require your data to be exported as .CSV files, as this is the format that Semble supports. Please note your agreed data export date need to closely align with an available data migration date with Semble.
Important note: If you require your data to be filtered, cleansed, or reformatted, this needs to be done beforehand as our data migration service does not include this. Our team can only migrate the data provided to us. If you will be exporting the data yourself or already have your data ready to be migrated, then skip to step 3.
Step 3: Schedule migration date with Semble
When you have completed the first 2 steps, one of our team members will inform you of the next available dates.
Once you have completed the first 2 steps, please select below to book yourself in for the next available data migration slot.
Note: When choosing the date, please ensure you can have your data ready to be provided to Semble on this date. If you need to reschedule or cancel your slot, you need to inform our team at least 1 week before your scheduled migration date.
Step 4: Set up your Semble account & Prepare for the migration
Leading up to your data migration date, you need to set up your Semble system so you will be ready to start using it by the time the data migration starts (if you haven't started using it already). Your should aim for the data migration date as your "go live" date in Semble.
Opt - perhaps mention that they should have had their onboarding during this period/before
The key items you need to set up on your Semble account ahead of the migration includes:
Note: caveat that they will be using Semble on their go live date on blank slate so they need to prepare for the patients that they are seeing during this period...
Step 5: Data mapping exercise (optional)
Step 5: Data transfer details & instructions
Close to your migration date, our team will send you the Semble SFTP (Secure File Transfer Protocol) credentials and instructions for you or your previous provider to securely transfer the data to us.
Note: For security reasons, please never send any sensitive data to us via email.
Step 6: Data export and transfer
Whether its you or your previous provider, we expect the data to be exported and transferred to the Semble SFTP on the morning of your data migration date so our team can start your data migration promptly.
Note: It is your responsibility as the data controller to ensure the correct and complete full dataset is provided to us in a timely manner. To ensure you don’t miss any of your data, make sure you take extra caution and attention to detail when you export from your old system. If your previous provider is exporting the data for you, *ADD CAVEATS*
Our team can only migrate across what is provided to us. If the data is delayed, formatted incorrectly, incomplete or contains errors, then this will impact the outcome of your data migration and we will likely need to reschedule your migration to the next available slot.
Step 7: Data mapping exercise (optional)
Step 8: Start using Semble & Your data migration starts (~5-7 working days-this may vary depending on size and other technical variables)
Start using Semble
Once your data has been exported from your old system, we recommend you start using and adding data directly into Semble (if you have not started already) as any additional data you continue to add into your old system after will NOT be included in the data migration and will therefore have to be manually transferred into Semble on your end.
Data migration starts
Upon receipt of data, our tech team will start to review the data to make sure the data is workable, in the correct format, and we are good to go ahead as planned. From this point, the tech team will begin the data migration process which can take approximately to 5-7 working days to complete (this may vary depending on size and other technical variables).
Step 9: Your data migration is complete!
When our team completes your data migration, the data will be uploaded all at once and you will be informed when this is ready for you to view on your Semble account.
Note: Any duplicate records that were created during the transitionary period can be easily merged using Semble's merging function. All merging activities will need to be completed on your end.
Step 10: 2-week data review
From the completion date, you will have 2 weeks to thoroughly review the migrated data and raise any concerns you may have to our team. After 2 weeks, any queries that you raise may be treated as a new chargeable migration request.
Please see our post-migration guide here:
1. Get your data
Contact your current system provider to let them know that you require your data. It is important to ask for your data to be exported as .CSV files, as this is the format that Semble supports.
2. Let us know
When you know the exact date that you will receive your data, you will need to book a migration appointment with the Semble migration team. To do this, contact: firstname.lastname@example.org
3. Send your data to Semble
Close to your migration date, we will send you the Semble Secure File Transfer Protocol (SFTP) details. SFTP is a secure way for you or your current provider to share your data with us. For more information, see here.
Note: Never send any data by email.
4. Your data is processed
When Semble has received your data, you will receive a confirmation of receipt. From this point it will take between 5-7 working days to complete (this time frame may vary depending on the size and complexity of your data set). If your data is from a system that we are not familiar with then this time may be longer. Your migration will go ahead on the agreed date on condition that we receive your data in the correct format on this date.
Note: If the data is not provided on time, is incomplete, or there is something wrong with the data, then your migration booking will be moved to the next available slot.
5. Add the basic data you need, merge later
While your data is being processed we recommend not using your previous system as this data will not be migrated. You should start using Semble and, when the migration is complete, you will be able to merge any duplicate patients with your migrated data. For information on how to merge patients, see here.
It is also strongly recommended to set up all locations and users in Semble so that the migration team can match any previous bookings to the correct location and clinician.
6. Your migration is complete!
The migration team will send a confirmation email to let you know that your migration is complete. You will then have a two week time frame to check that your data has fully migrated. If you have any questions or comments, then contact the migration team.
Note: If two weeks has passed since the confirmation email, and the migration team have not received any questions, Semble will consider the migration process closed.