This article was machine-translated from French and is being reviewed. Prices are in Algerian dinars excl. VAT.
Switching clinic software is prepared in five steps: data inventory, cleaning, testing, switch, training. The first question before any commitment is what the vendor can import from your old system: it does not publish the formats it accepts. This article describes the general migration method to Santymed, risks to manage and what we do on our side.
In short
- A successful migration depends on preparation: inventory and cleaning before any reuse.
- The main risk is losing or duplicating patient records: test on a sample before cutover.
- The feasibility of importing your formats depends on the vendor: request it in writing.
Switch clinic software: the five steps
| Step | What we do | Control point |
|---|---|---|
| 1. Inventory | List what must be reused: patient files, appointments, invoices, stock, results; where and in which format | List approved by management and department heads |
| 2. Cleaning | Merge patient duplicates, complete records, remove obsolete items and rates | Sample verified by each department |
| 3. Tests | Reimport a sample into a test environment and compare to the old system | Discrepancies listed and corrected |
| 4. Switch | Final backup of the old system, full takeover, opening of the new one | Backup verified, paper fallback planned |
| 5. Training | Train each service, before and after the switch | Each user performs their routine actions alone |
Assign a reference per service: they validate the cleanup and tests. Without a reference, no one resolves duplicates or discrepancies. The day before the switch, freeze entries on the old system and note the time of the last backup.
What the vendor can recover
Three situations arise: the old software can export its data, its database is directly accessible, or your data are on paper and spreadsheets. Knowing which is accepted by Santymed and in what form is the vendor’s responsibility: it does not publish this information.
Ask your current supplier now, in writing, for an export of your data and its description: fields, format, volume. Keep these source files intact throughout the project.
Risks and how to limit them
- Duplicates and poorly recovered records. Clean before, verify by sample after.
- Data loss. Make a full backup of the old system before each step and keep it accessible for a period set with management.
- Ongoing stays. A clinic does not stop: choose a date with few open admissions and handle them one by one.
- Miscalculated billing. Clinic manages billing by payer and fees according to agreements: set them before the switch and replay real past invoices.
- Cut during recovery. An UPS and a tested backup are essential: see install Santymed.
- Confidentiality. Export files contain health data, which are sensitive under law n° 18-07. Limit access, do not leave them on USB keys and delete unnecessary copies once the project is approved.
The day of the switch
Set the date with management and department heads, preferably on a low‑activity day. Typical sequence: data frozen from the previous day on the old system, final backup, full takeover, then verification by referents on familiar records (an admitted patient, a recent invoice, an analysis result). Until these checks pass, the old system remains the reference and paper backup stays active. The new system is opened to everyone only after discrepancies are corrected. Note each discrepancy and its fix: this list will help if a file is questioned.
The role of AsloTech
AsloTech is a deployment partner for Santymed and provides full deployment. We prepare the server and network, coordinate the switch‑over with your teams, and train each service. AsloTech offers data migration: recovery of your old system’s data from its export and migration to Santymed. The software vendor does not publish the formats it accepts: have them confirmed in writing before committing to what will be retained. After the switch‑over, we provide follow‑up and a maintenance contract. The duration depends on your data volume and quality.
The 7‑day trial validates work flows. The vendor does not specify if data import is allowed: do not rely on it for a full migration. See how to test Santymed properly.
Frequently asked questions
How long does a migration take?
It depends on data volume, export quality, and number of services. We cannot give a duration without seeing your data.
Can we migrate without shutting down the clinic?
We proceed in two phases: trial takeover while the old system runs, then switch on a low‑traffic date with paper backup. A data entry interruption is expected; its length depends on data volume.
Should we keep the old software?
Keep at least consultation and full backups during the period set with management. Before deleting anything, have your legal counsel or the Ministry of Health confirm the applicable retention period for your files.
Before deciding, compare the versions in our guide to choose a Santymed version, then describe your project on the page clinic management software.