What to Consider When Switching Practice Management Systems?

Critical Points

Data Export. To what extent and in what format does the previous provider release the data? There are standard formats for switching; not every provider delivers completely. Clarify this in writing before termination.

Retention Obligation. According to § 630f BGB, generally ten years after the end of treatment, longer in special cases. If data is not transferred, the old system must remain readable – with everything that goes along with it: license, operating system, hardware.

Billing Data. Do not switch during the billing period of ongoing quarters.

TI Connection. Access, cards, and connector connections must be set up in the new system.

Typical Timeline

• Switch at the beginning of the quarter
• Test import several weeks in advance
• Sample checks by the practice team, not just by IT
• Keep the old system readable in parallel

Common Issues in Practice

Free Text Documentation. Formatting, references, and templates often get lost. Check with real cases, not just examples.

Appointments and Reminders. Often not transferred.

Documents and Images. Large data volumes that require their own paths.

Advice

Plan the switch over at least one quarter and expect several weeks of increased effort after the transition. A switch "over the weekend" is not a good idea when it comes to patient data.

This text does not replace legal advice.