Overview of Data Migrations

Information on Semble's data migration process

Jessica Magri avatar
Written by Jessica Magri
Updated over a week ago

Data migration is the process of transferring data from one system to another. As part of your transition to Semble, you may need our data migration service to get your existing medical data into your Semble account 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 to set 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:

  • Patient records

  • Contact records

  • Contact relationships

  • Appointments

  • Consultations

  • Invoices

  • Patient documents

  • Tasks & Recalls

  • Prescriptions

  • Labs

The following data CANNOT be migrated into Semble:

  • Users

  • Locations

  • Templates

  • Custom tables

  • 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 you are migrating from and the data that you provide to us. The migrations team will let you know precisely which data can be migrated when you start the migration process.


Getting Started

If you require a data migration as part of your move to Semble, or you require data to be migrated into an existing Semble account, our internal migration team can do this for you. Please contact our team: support@semble.io

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.


The Migration Process

Pre-Migration

Step 1: Understanding your requirements

To better understand your data migration requirements, we first require you to complete our 5-10 minute questionnaire. Once completed, our team will follow up to clarify and confirm the scope of your requirements and finalise the quote for your data migration.

Step 2: Getting your data ready

Before we can schedule a data migration date, you need to get your data ready. Please note our team can only accept data exports in .CSV format, as this is the format that Semble supports (except for a few exceptions).

If you already have your data export ready, then skip to Step 3.

If you have the ability to download the data export yourself, then skip to Step 3.

If you require your previous system provider to do the data export for you, then contact your system provider and request for a data export.

Some system providers can export your data for you within a short notice period, while others may require a formal request to be made or have several weeks of waiting time. Therefore it is important to understand your previous provider's data export process and have this organised first. Then when finalising the data export date, you will need to closely align this with an available data migration date which our team will provide to you in Step 3.

Note: If you require your data to be filtered, cleansed, or reformatted in any way, 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.

Step 3: Schedule migration date with Semble

Once you have completed the questionnaire and organised your data export, let us know and our team will provide you with the next available data migration dates. As mentioned, we recommend to closely align your data export date with the data import date as best as possible to minimise the transition time you may be without your data.

Note: When choosing the date, please ensure that 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 Semble account & Prepare for 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.

The key items you need to set up on your Semble account ahead of the migration includes:

  • Adding and validating Users

  • Adding custom Patient IDs (if you require us to migrate custom patient ID's)

  • Adding Labels (if you require us to label the migrated patients)

  • Adding Access groups (if you require us to assign access groups to migrated patients)

Note: When the data is exported on the migration date, it is advisable to check if you will have continued access to your previous system or if you will lose access. If you will no longer have access after the data export, note that you will be using Semble on a blank slate during the migration period (5-7 working days). Therefore it is advisable to prepare for the patients that you will be seeing during this period ahead of time by inputing the data you need for that period into Semble, or downloading any necessary reporting.

Step 5: Data mapping exercise (optional)

If you have appointment data as part of your migration, our team will reach out to you to do a data mapping exercise to match your old users and locations to the ones that you have added into Semble. This is because we do not migrate you past users and locations, hence why this is required as part of your account set up outlined in Step 3.

We do this mapping exercise so that your migrated appointments can show accordingly in the correct Semble calendar. We will go through this exercise together in more detail once we reach this step. If you don't have appointment data to migrate, you can ignore this step.

Migration

Step 6: 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 7: 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. It is your responsibility as the data controller to ensure the correct and complete full dataset is provided to us in a timely manner.

Note: 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, any issues we may experience with the data export will require your involvement to ensure the previous provider corrects the data export accordingly.

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 8: Start using Semble & Your data migration starts (5-7 working days)

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 up to 5-7 working days to complete.

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 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.

Post-Migration

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.

If you have any questions at all, please do not hesitate to reach out to support@semble.io.

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