How to switch EHRs without losing your notes

The fear is real, the risk is manageable

Changing your EHR mid-practice feels like changing engines mid-flight: client records, years of notes, a full calendar. But practices do it every week, and the ones that do it calmly follow the same few steps.

1. Export before you decide anything

Ask your current EHR which records, notes and attachments can be exported, and in which formats. Do a test export first so you know what you have and in what format. This is also your backup, whatever happens next.

2. Ask the new vendor who does the work

The single most useful question when evaluating a new system: "Who does the migration, you or me?" If the answer is a help article, budget your own weekends for it. If the vendor's team does it, ask what they move: records, notes, schedules, documents.

3. Run both systems side by side

Pick a switch date, but keep the old system in read-only mode for a while. New sessions go in the new system; the old one stays available for reference. This removes most of the risk and nearly all of the stress.

4. Move your clients gently

Clients need very little: a portal invitation by email and a way to book. Send it once, mention it in session, and give it two weeks.

5. Check, then let go

Spot-check a sample of charts in the new system against your export. Confirm the records and attachments are complete and readable, preserve the export securely, and review retention and access requirements before closing the old account.

At Eggmed, migration is handled by our team with scope and timing agreed around your records and practice. However you switch, the pattern above keeps it boring, and boring is exactly what you want.