Move from PatientNow to Clinvello
Evaluate a proposed transfer from PatientNow: confirm destination import support, preserve the originals, validate a trial and agree on a controlled cutover.
Treat the full transfer as its own project.
Connecting PatientNow moves selected work. Replacing it changes the records, financial obligations and daily workflows the clinic relies on. Name an administrator to own the transfer and a clinical lead to check the record archive.
Connection availability is owner-confirmed. Confirm the exact actions, account permissions and location coverage during setup.
Your transfer, step by step.
- 01
Inventory what lives in PatientNow
List clients, future appointments, notes, photos, consents, inventory, packages, memberships and outstanding balances. Mark which records exist in PatientNow, which live elsewhere and who can authorize each export.
- 02
Export and preserve the originals
PatientNow’s support page says its team helps customers export their data. It lists separate support routes for Pro, Essentials, RxPhoto, Envision and AestheticNow/SPC; the reviewed page does not specify a complete export schema or guaranteed turnaround.
Keep a dated original copy in the clinic’s approved storage. Request any separate attachments or assisted exports before the current account closes.
- 03
Verify the destination import process
Ask the destination provider to demonstrate an actual import from PatientNow, including supported record types and the destination location. Agree on an authorized transfer workspace before sharing files. A proposed workflow is not evidence of a working importer.
- 04
Map the fields and run validation
Match patient identifiers, names, contact permissions, services, providers, dates and timezones. Ask the provider to show duplicate matches, missing fields and rejected rows. Correct the mapping before running a small trial import.
- 05
Reconcile records, balances and payments
Compare record counts and representative notes, files and appointments with the originals. Reconcile memberships, credits and outstanding balances separately. Saved cards require the payment processor’s approved process; do not put card details in the data upload.
- 06
Approve the cutover and keep a recovery path
Choose the final export window and stop conflicting edits during reconciliation. Approve the validated transfer, assign reminders and booking to one system, then monitor the first operating period. Keep the prior account and archive accessible until the clinic accepts the results.
PatientNow: what to check.
Ask the team to confirm the exact PatientNow product, connection method, permitted actions and access-removal process. The support page is not proof of a particular Clinvello operation.
- An assisted-export statement does not establish every record type or attachment format.
- Confirm whether photos in RxPhoto require a separate retrieval process.
- Keep existing record access until any proposed export has been checked for completeness.
Before you approve the next stage
- Which PatientNow edition and additional products does our clinic use?
- Which reads and writes are available to Clinvello on our account?
- What data, attachments, fees and timeline will an export request cover?
Sign off on the record archive, financial reconciliation, access arrangements and rollback plan before closing the source system.
Source guidance
The links below support the source-system export and access notes. The checklist is editorial planning advice, not verified Clinvello screen instructions or evidence of a completed migration.
- PatientNow support and data-export statement (opens in new tab) ↗Source review · 2026-10-29
Need a smaller first step?
See it in your clinic software.
Ask us to demonstrate the booking, handoff and reporting your clinic needs.