Dental software migration: an assisted move to Dental Software India
Our team moves your patients, appointments, treatment history, balances and attachments, proves it with a reconciliation report you sign off, and runs a free parallel week so your front desk is never without records.
Assisted migration included on Clinic and Chain · no exit fee, ever
Reconciliation report · example clinic · from Practo Ray
What we import
Everything the old system will export, mapped field by field by our team, with a report you approve before anything goes live. What we can move depends on what your old vendor lets you export.
Patients
Name, phone, sex, date of birth or age, address, medical alerts and allergies, referral source and ABHA number if recorded. Duplicates are merged by phone number with your approval.
Appointments
Past and future appointments with date, time and dentist, so recall dates and visit history survive the move.
Treatment history
Completed procedures with date and dentist. Where the source records an FDI tooth, we chart it as done work; where it does not, the procedure is kept in history without a tooth, for your dentists to confirm.
Balances and advances
One opening balance or advance per patient, matched to your old system's outstanding report. Old invoices are not recreated as new GST invoices; keep the old system's invoice export for your records.
Attachments
IOPA, OPG, photos and PDFs, attached to the patient and, where the file name or source says so, to the tooth.
Notes and prescriptions
Free-text notes and prescriptions imported as clinical notes on the patient, with their original dates.
The typical five-day timeline
- Day 1Export. We send you the export steps we know for Practo Ray, Clinicia, Dentee, BestoSys, Drlogy or your spreadsheet. Some vendors need a written request first, which can add days. Paper registers: photograph the active pages and we type the list.
- Day 2Sample import and mapping. We import about 50 patients with their history and balances into your account. You check them against the old system and decide what to merge, what to skip and which dentist owns which historic procedure.
- Day 3Full import and reconciliation report. For each entity the report shows the count in your export, the count imported, duplicates merged and every rejected row with its reason, and it compares the total outstanding balance to the rupee. You sign it off before go-live.
- Day 4Setup. Chairs, doctors, visiting consultants with their revenue split, the fee list with GST, recall rules and your WhatsApp number through Appointment Reminder App.
- Day 5Go live. New entries go into Dental Software India. The old system stays open for reference for a week; then we re-import the delta and you switch it off.
The free parallel run
For one week after go-live your team works in Dental Software India while the old software stays open on a second tab. Nobody is forced to find a record in a new system during a busy morning. At the end of the week we re-import anything that was added to the old system by habit, reconcile balances, and you cancel the old subscription knowing nothing was lost.
Limits we tell you up front
- We can only move what your old system exports. If a vendor will not export images or notes, they stay there; we tell you before you commit.
- Balances move as one opening figure per patient, not invoice by invoice. Old GST invoices stay in your old system's export.
- Charts are not invented: only procedures with a recorded tooth number appear on the odontogram, and primary-teeth records go into notes because primary-dentition charting is planned, not live.
- Universal-numbered records from foreign software are converted to FDI and listed in the report for checking.
- The 3 to 5 working days start when we receive a usable export; very large image archives and paper registers take longer.
Getting your data back out
The question every clinic asks is "can I get my data back?". Yes, on every plan: patients, appointments, plans and lab cases can be read as JSON through the REST API at any time, and our team prepares a full export, CSV files plus a ZIP of images, on request at no charge, including during the 30 days after you cancel. A one-click export button and FHIR bundles are planned. There is no exit fee.
Moving from a specific system
Each incumbent exports differently, and export options change, so we check yours on the free assessment call. Practo Ray stores procedures rather than a dental odontogram, so we chart the procedures that carry a tooth number and keep the rest in history. Clinicia and BestoSys keep lab-work and consent records; open lab work can be re-entered as cases in Dental Software India's lab tracker, and signed consent PDFs come across as attachments. For Dentee, ask the vendor for a CSV and image export. Excel and Google Sheets are the most common source of all; we send you a template so you can see the mapping before you upload.
Once you are in, the workflows that made you switch, WhatsApp plan approval, EMI, recall and consultant payouts, are switched on from day five. See pricing for what each plan includes, the dedicated Practo Ray alternative page, or our guide to choosing dental software in India.
Migration questions
Which systems can you migrate from?
Practo Ray, Clinicia, Dentee, BestoSys, Drlogy, Doctors App, custom Excel or Google Sheets, and paper registers (we type the active patient list from photos of the register for a fixed fee).
What exactly moves across?
Whatever your old system can export: patients with contact details, medical alerts and ABHA numbers; past and future appointments; treatment history as completed procedures, with the FDI tooth where the source has one; one opening balance or advance per patient; and attachments such as IOPA, OPG, photos and PDFs on the patient record. Old invoices are not recreated as new GST invoices.
How long does it take?
Most single clinics are live 3 to 5 working days after we receive a usable export. Chains with several branches take one to two weeks. Exports that need a request to the old vendor, or paper registers, take longer. The parallel week after go-live is included.
How do we know nothing was lost?
We import a sample of about 50 patients first and you check them. Then the reconciliation report lists, for each entity, the count in your export, the count imported, the duplicates merged and every rejected row with its reason, and compares the total outstanding balance to the rupee with your old system's report. Nothing goes live until you sign it off.
What is the parallel run?
For one week your front desk uses Dental Software India for new entries while the old system stays open for reference. At the end of the week we re-import anything added in the old system and you switch it off with nothing lost.
What does migration cost?
Assisted migration is included in the Clinic and Chain plans. On Solo our team imports the patient list and opening balances from our CSV template at no charge; a self-serve importer in the app is planned. Paper-register typing is quoted per thousand patients.
Can I get my data back out of Dental Software India later?
Yes, on any plan. Patients, appointments, plans and lab cases can be read as JSON through the REST API at any time, and on request our team prepares a full export (CSV files plus a ZIP of images) at no charge, including during the 30 days after you cancel. A one-click export button and FHIR bundles are planned. There is no exit fee.
Will my staff need training?
Front desk staff are usually comfortable after a one-hour session on a screen share. Dentists learn the chart in the first two patients. We stay on WhatsApp during the parallel week.
Do I lose data if the old export is messy?
We send you a mapping report before import listing every field, every duplicate and every row we could not read, and we fix it with you before anything goes live.
Moving from Practo Ray or Excel? Live in 5 days.
Book a 20-minute migration call. We will look at your export and tell you exactly what moves and when.