A guided pilot · 14 to 30 days
We move your data. You keep seeing patients.
An implementation is a guided pilot: we bring your data across from your current system, set the practice up and train your team, and you run real days on it before you commit. Set-up is a once-off service, quoted per practice by data complexity.
- 01
Scope and quote
Agree what is moving across, who uses the system, and what it will cost.
Only you can
- Tell us which system you are leaving and give us a sample export from it.
- List your practitioners, their HPCSA numbers, and who does billing and reception.
- Confirm the practice is on Xero, or that your accountant is moving it there.
We do
- Inspect the export and quote the migration against its complexity.
- Confirm the plan and add-ons that fit, and the pilot window.
Closes when: You accept the quote. The pilot window starts on a date we both write down.
- 02
Practice set-up
Make the empty system yours before any data lands in it.
Only you can
- Send your logo, letterhead details, banking details and VAT number.
- Send your consultation codes, product list with prices, and your price books if you discount.
- Approve the tax invoice and account statement layouts.
We do
- Create the practice, its locations and its practitioners.
- Load services, NAPPI-coded products, procedure bundles and medical aid schemes.
- Set numbering, VAT and the document templates to match what you approved.
Closes when: You raise a test invoice and it looks like yours.
- 03
Data migration
Bring the patients across, once, clean.
Only you can
- Run the final export from the old system on the agreed cut-over date.
- Spot-check the patients we ask you to: medical aid details, family links, balances.
We do
- Extract, cleanse and import patients, family links and referring doctors.
- Load suppliers, opening stock and the outstanding balances agreed in scope.
Closes when: You sign off the spot-check. Nothing is migrated twice.
- 04
Connect Xero
Make the ledger receive the billing without anybody re-keying it.
Only you can
- Give us, or your accountant, a Xero login with the standard user role.
- Tell us which income, bank and VAT accounts each kind of document should post to.
We do
- Authorise the connection and map accounts, tax rates and tracking.
- Post patients and suppliers as contacts, then test invoices, payments and a bill end to end.
Closes when: An invoice raised in the practice appears in Xero, is paid in Xero, and shows paid in the practice.
- 05
Pilot and acceptance
Run real days on the system while the old one is still there.
Only you can
- Bill and book on the new system for the pilot period, with the old one as fallback.
- Log what does not fit, and work through the acceptance list with us.
We do
- Adjust set-up, templates and mappings against what the pilot turns up.
- Resolve every item on the acceptance list before asking for sign-off.
Closes when: You sign the acceptance list. The old system stops being the fallback.
- 06
Training and go-live
Everybody who touches it knows their part of it.
Only you can
- Put reception, billing and each practitioner in the room for their session.
- Cancel the old system’s subscription once go-live is signed off.
We do
- Train by role: reception, billing and accounts, practitioners.
- Hand over the how-to guides in the app, and hand the practice to the SLA help desk.
Closes when: Go-live sign-off. From here the SLA tier on the rate card carries the practice; Foundation is in every plan.
Your data
What comes across, and what it has to survive
Migration is done for you, once, against the final export from the old system. What is in scope is written into the quote.
Patients
Demographics, contact details, medical aid scheme, plan, membership number and dependant code, and the main-member links that make a family a family.
Referring doctors
Name, practice, discipline and HPCSA number, linked to the patients they referred.
Products, services and prices
Your procedure codes, your NAPPI-coded products, your price books and the discounts they carry.
Suppliers and opening stock
Supplier records, and the stock on hand on cut-over day so the first purchase order lands on a true number.
Outstanding balances
Open invoices as agreed in scope, so the age analysis is right from the first month-end.
Xero contacts
Patients and suppliers posted to Xero once, matched to any contact that already exists there rather than duplicated.
What stops it
The 4 things that stall an implementation when they are late
Every one of them is the practice's to provide. The pilot window is measured from the day the first of them arrives.
- 01
The export from the old system
Nothing can be inspected, quoted or migrated until it exists. Getting it out of a legacy system is often the slowest step of the whole project.
- 02
Xero access and the account mapping
Without a login and a decision on which accounts documents post to, the integration cannot be tested, and the pilot runs with re-keying still in place.
- 03
Approved document layouts
Every test invoice, statement and script waits on the practice signing off what its own documents look like.
- 04
People in the training sessions
A practice trained through one person goes live through one person. If they are away, billing stops.
Start with a sample export.
Send us one export from the system you are leaving. We inspect it, quote the migration, and put a pilot window on the calendar.