We make HealthRich and we move clinics from HealthPlix, so this guide comes from that work. It is written to be useful whichever software you move to.
Start before your licence runs out
The single most important step is timing. While your clinic still has working access to HealthPlix, taking a full copy is straightforward. Once the licence lapses, getting records out can take much longer, and some parts, such as a pharmacy on a separate licence, may lapse on a different date from the rest.
So: find your renewal date, and the date of any separate licence. Plan the switch at least two to three weeks before the earliest one.
What to bring across
Make a list before you talk to anyone. These are the records your staff look up every day:
- Patients, with the patient ID from HealthPlix kept, so old files and printouts still match.
- Every visit with its full prescription: medicine, dose pattern, timing, frequency, duration and notes. Not just a PDF of the printout.
- Bills with their original numbers, and the payments against them, so dues carry over correctly.
- Upcoming appointments, and the tokens already given for the day you switch.
- Your Rx library: the medicines, complaints, diagnoses, advice and tests you have saved.
- The pharmacy, if you run one: the product list, current stock and past bills.
Then ask about the things that are easy to forget: scanned reports and images, staff accounts, and message templates. Staff will need new logins either way.
Three ways to get the data out
- An export from inside HealthPlix. Ask HealthPlix support, in writing, what your account can export and in what format (Excel, CSV or another file). Ask for every visit with its prescription lines, not only summary reports.
- Your new vendor reads it with your clinic’s access. This is how we moved a live orthopaedic clinic: with the clinic’s own HealthPlix access, before it expired, we copied patients, visits with full prescriptions, bills, payments, appointments and tokens. Nothing changes in HealthPlix while this happens.
- Reports and printouts, as a last resort. Collection reports, patient lists and saved printouts help, but they rarely carry every prescription line. Use them to fill gaps, not as the whole move.
How the move should work
A careful move has a trial run before anything is live. This is how we do it:
- Take a copy. HealthPlix keeps working as normal.
- Trial run. Import everything as a dry run: every record is checked and nothing is kept. Running it again never creates duplicates.
- Check the numbers. Compare counts and money with HealthPlix: patients, visits, bills, and one day’s collection mode by mode (UPI, cash, card).
- The full import, the afternoon before you switch.
- The switch morning. Reception stops billing in HealthPlix, anything added since the import is brought across, the bill series carries on from the last number, and staff sign in to the new software.
- Someone with you on the first day, for reception and the doctors (on Plus and Premium).
What to check after the switch
Before you stop paying for HealthPlix, check these yourself:
- Counts: the number of patients, visits and bills is the same in both systems.
- Money: one day’s collection matches, mode by mode, and outstanding dues carried over.
- Prescriptions: open five returning patients and compare their last prescription line by line.
- Appointments: today’s and next week’s bookings are there, with the right doctor.
- Bill numbers: the first new bill continues the old series.
- Consent: patients are not sent WhatsApp messages until they have agreed in your clinic.
Five questions to ask your new vendor
- Do you bring every visit with its full prescription, or only patient details?
- Do our bill numbers continue, and do payments and dues carry over?
- Will you do a trial run and show us the numbers before we switch?
- What happens to our pharmacy stock and product list?
- What does the move cost, and who is with us on the first day?
Where HealthRich fits
We moved a live orthopaedic clinic from HealthPlix this way: patients with their HealthPlix IDs, visits with full prescriptions, bills with their original numbers, payments, appointments and tokens, switching over in one morning. Moving is free with yearly Plus and Premium.
How the move works, what clinic software costs, or book a demo to plan your move.