Welcome to the exciting world of data migration, where the thought of switching to a new veterinary software platform doesn’t have to send shivers down your spine.
At Digitail, we’ve honed the art of veterinary data migration, transforming this often daunting task into a smooth and streamlined process. No matter how many decades old your current system is, we’ll show how we make data migration a breeze, ensuring the accuracy, integrity, and searchability of your data.
Common Data Migration Concerns
Veterinary clinics often worry about losing valuable data, incurring additional costs, disrupting their daily operations, and, obviously, the hassle of learning a new system. Rest assured, our process is designed to address and alleviate these pains. Let’s break down these common migration woes with Digitail’s solutions:
We know the importance of data in your clinic. During our First/Final Data Migration process, we ensure every bit of your critical information from your legacy software is safely transferred, checked, verified, and made even more functional by mapping it in the Digitail environment.
With meticulous planning and execution, we minimize the impact on your day-to-day operations. We get a snapshot, meticulously map, validate and update your data, all while ensuring that any changes in your live database are accounted for.
Your time and effort
Digitail is always trying to save you time on administrative tasks. So you know our process requires minimal effort on your part. Simply provide us with the necessary data uploads and examples from your legacy system, and we’ll take care of the heavy lifting. Our goal is to streamline your transition, making it as effortless as possible. However, your final approval is paramount. Before going live, we’ll ask you to conduct your own validation, ensuring everything meets your standards and expectations and giving you the final say in the transition process.
Education and Training
Understanding the logic of a new system can be daunting. That’s why, beyond regular updates, our onboarding team provides educational resources and training support to help you and your team get acquainted with Digitail. Our goal is to make the transition as easy as possible and to help you optimize and adopt the new workflows.
You will have the opportunity to explore your data in a ‘Test Playground’ environment. This is a crucial phase where we put you in the driver’s seat, allowing you to interact with your own data in a safe, controlled setting before going live. In the Test Playground, you’ll find your actual data migrated from your legacy system. This lets you see exactly how your information, from client records to appointment histories, will appear and function in Digitail.
What if there is an issue?
Whether your current system is mainstream or a less popular niche product, we have the expertise to manage its migration effectively. Our team has worked with a wide spectrum of systems and scenarios, which means we’re well-prepared for whatever unique characteristics your legacy system presents.
Prior to going live, we make every effort to proactively identify and resolve potential issues, aiming to minimize any need for adjustments in the live environment. Once your data is successfully migrated and you begin using Digitail, we will initiate a hypercare period, where our team will remain vigilant to address any migration-related issues that may arise.
The Digitail Data Migration Process – Our Secret Sauce
The success of our data migration process hinges on a meticulous and thoughtful approach. Here’s a more detailed exploration of our key steps:
1. Data Verification
We start by conducting an analysis of your current system. This includes understanding the structure, format, and nuances of your data in the legacy software. When it comes to data migration, there’s hardly a scenario we haven’t encountered.
Each clinic has its unique data setup. Our verification plan analyzes each table received from your legacy system, aligning closely with your data’s unique structure. This thorough approach ensures our migration strategy not only meets but anticipates your needs, identifying and addressing any discrepancies or missing elements in your data before proceeding
Our team are not only wizards of data migration but also deeply knowledgeable about the veterinary domain itself. We recognize the critical data elements that are the lifeblood of a veterinary practice, such as patient records, appointment histories, patient reminders/client communication and more, with a profound understanding of the workflows and intricacies specific to veterinary hospitals.
2. Data Mapping
Our data experts develop a mapping that aligns with the structure and needs of your clinic. This ensures that each piece of data is transferred to the corresponding and most appropriate place in Digitail.
During mapping, we prioritize maintaining the integrity of your data. This means ensuring that the relationships between different data elements (like owner-pet and pet-medical history and care provider) are preserved accurately.
We keep you involved in the mapping process, seeking your input to make any necessary adjustments. This collaborative approach ensures the data mapping aligns with your expectations and requirements.
3. Data Migration & Validation
The actual data migration is conducted with precision and care. We use proven methodologies and tools to ensure a secure and efficient transfer of your data to Digitail. Within the span of just one week, you’ll have the opportunity to explore all your migrated data in a dedicated test portal designed for you to preview and familiarize yourself with the Digitail environment.
We also look at ways to optimize the migrated data for future use within Digitail. This could involve suggestions on data organization, utilization of Digitail’s features, and tips on how to get the most out of your data in the new system.
After the migration comes the validation process, which involves comparing a set of data examples from your legacy system against the newly migrated data in Digitail, this step is vital to ensure that every piece of information has been accurately transferred and is functioning as expected in the new environment.
If discrepancies are found during validation, our team quickly addresses them. We iterate on the migration process as needed, making corrections and enhancements until the data in Digitail encapsulates your legacy system data. This iterative process may involve several rounds of review and correction, depending on the complexity and volume of your data.
Just before the scheduled go-live, we conduct a final migration snapshot. This critical step involves taking a fresh snapshot of your current data in the legacy system. This ensures that any changes or updates made to your data after the initial migration are captured and included. This latest snapshot is then migrated to Digitail, ensuring that your Digitail environment is up-to-date and in sync with your legacy system right up to the moment of going live.
4. Continuous Support and Optimization
After successfully migrating your data to Digitail and going live, we initiate a 4 to 6-week hypercare period, during which our team is exceptionally attentive and responsive to your needs. Throughout the hypercare period, you’ll gain a deep understanding of all the features and functionalities of Digitail. Our continuous support and training are tailored to transform you from a beginner to a proficient user.
After the hypercare period is complete, our support doesn’t end. We continue to offer assistance and guidance to ensure you are comfortable and confident with your new Digitail system.
By following these detailed steps, we ensure that the data migration process is not just a transfer of information but a transformation of your data ecosystem, setting you up for success in the Digitail environment.
This transition is more than just a change of software; it’s an upgrade to your practice’s efficiency and capabilities. you’ll find yourself not just comfortable with Digitail but genuinely excited about the upgrade, clearly seeing the value in enhancing your practice’s operations.