General clinic management and chartingJane
Jane combines clinic scheduling, charting and telehealth. Its AI Scribe addresses documentation; the reviewed admin offering describes human receptionists.
Compare with ClinvelloThe clinic buying guide
A clinic software migration checklist
A full transfer is a separate project from connecting an AI workflow. Inventory the records, confirm what can move, validate a trial import and reconcile the results before changing the clinic’s source system.
The checklist below is our editorial purchasing advice. Linked vendor descriptions provide examples of the different approaches; they do not establish which tool fits your clinic.
01 · Inventory every record type
List patient profiles, appointments, clinical notes, photographs, consents, inventory, packages, memberships and outstanding balances. Mark the application that owns each item. Include fields needed to preserve the original meaning, such as dates, author, version and consent history.
- Get an export specification from the current vendor.
- Separate transferable data from linked files or records that require assisted export.
- Retain originals and agree on an access and retention plan with the clinic.
02 · Map and validate before you transfer
Ask the destination provider to demonstrate which record types it can actually import from your source system. Agree on field mapping, validation, rejected-row handling, duplicate matching and timezone conversion. Review a small authorized trial before approving a full transfer; do not assume a Clinvello importer exists for every source or record type.
- Keep exports out of public website forms and demo enquiries.
- Use synthetic data to rehearse the workflow.
- Test a small authorized import before the complete transfer.
03 · Reconcile records and money separately
Compare counts and representative records with the originals. Check appointments, note attachments and consent history. Reconcile balances, package credits and memberships with the clinic’s ledger. Treat stored payment credentials as a separate processor-managed project rather than an ordinary CSV field.
- Do not assume exporting customers transfers their cards or subscriptions.
- Record which original documents must stay accessible.
- Require written acceptance of the balance and credit reconciliation.
04 · Set the cutover and the rollback
Agree on a cutover window, the last export and which system accepts changes during the transition. Run a final reconciliation, switch the approved workflows and monitor the clinic’s first operating period. Keep the old access and recovery path until the clinic signs off.
- Avoid two systems sending confirmations or charging the same membership.
- Keep an owner for each failed or rejected record.
- Document how to pause the new workflow and restore operations without deleting evidence.
Compare the relevant approaches.
General clinic management and chartingClinicminds
Clinicminds combines structured aesthetic records and scheduling with Quinn documentation. The current pricing model charges treating practitioners rather than every login.
Compare with Clinvello
Aesthetics EMR and inventory platformAesthetic Record
Aesthetic Record connects procedure charting with practice operations. Its inventory workflow is particularly relevant when product traceability drives the buying decision.
Compare with Clinvello
Aesthetics EMR and growth platformPatientNow
PatientNow brings clinical records, scheduling and payments together with Recura lead handling. Compare both the EMR change and the AI workflow.
Compare with Clinvello
Booking and medspa operations platformVagaro
Vagaro combines medspa records, payments and online booking. Vera’s documented reception flow answers messages and sends booking links.
Compare with ClinvelloSources and review dates
“Reviewed” means we read the public page. It does not confirm deployment, contract terms or performance in your clinic.
- Jane US features (opens in new tab) ↗Public page reviewed ·
- Jane US pricing (opens in new tab) ↗Public page reviewed ·
- Clinicminds features (opens in new tab) ↗Public page reviewed ·
- Clinicminds pricing model (opens in new tab) ↗Public page reviewed ·
- Aesthetic Record platform (opens in new tab) ↗Public page reviewed ·
- Aesthetic Record inventory traceability (opens in new tab) ↗Public page reviewed ·
- Aesthetic Record pricing (opens in new tab) ↗Public page reviewed ·
- PatientNow medspa workflows (opens in new tab) ↗Public page reviewed ·
- Vagaro medspa platform (opens in new tab) ↗Public page reviewed ·
- Vera receptionist release description (opens in new tab) ↗Public page reviewed ·