Migration
Moving to Sync-RX
Sunk cost
You spent real money building what you have. That money is gone whether you stay or move.
The only number that matters now is the next twelve months: what it will cost to keep your current system running, patched, compliant and shipping features, against what it costs to run on Sync-RX and spend that time on patients instead.
A rough way to price your current system honestly:
- Developer or agency retainer, monthly
- Hosting, monitoring, error tracking and backups
- The hours your team spends on manual workarounds the software should handle
- The features you wanted this year and did not ship
- The risk you are carrying if the person who wrote it stops answering
Most clinics we speak to find the last two are the expensive ones.
Technical debt
Technical debt is not bad code. It is the gap between what your software was built to do and what your business now does. The build that was right when you sold one treatment to three hundred patients is now the reason you cannot add a second treatment without a six-week quote. Every change touches something else, and nobody wants to be the one who breaks checkout.
Signs you are paying interest on it:
- Simple changes take weeks and come with a quote
- One or two people are the only ones who understand it
- You have stopped asking for things because you know the answer
- Compliance changes land as an emergency, not a release
- Reporting means exporting to a spreadsheet
Speed decides who wins
In this market the winner is the one that can launch a new treatment, a new questionnaire, a new price point or a new subscription plan the week it decides to.
On a bespoke build, that is a project. On Sync-RX, questionnaires, prescriptions, products, pricing and patient communications are configuration, not code. You change them yourself, the same day, without a developer. New features arrive continuously, tested against every clinic on the platform. You do not pay for them individually and you do not schedule them.
Are you planning to sell your business?
This is the part founders raise late and should raise first. A buyer will pay more for a clinic that runs on a platform than one that runs on a build only its original developers understand.
What buyers discount for:
- Key-person risk in the code
- No documented audit trail
- Unclear data ownership and no clean export
- Compliance evidence that lives in someone’s inbox
- A technology roadmap that comes with a purchase order
Sitting on a supported platform with a complete patient record, an audit log and clean, exportable data removes a whole section of the diligence pack. Ask your accountant what that is worth to a multiple. Our answer would be a guess; theirs will not be.
What transfers
| Transfers | Notes | |
|---|---|---|
| Patient records | Yes | Name, contact, address, date of birth, patient reference |
| Consultation and questionnaire history | Yes | Imported as read-only historical records against the patient |
| Prescriptions issued | Yes | Kept as historical records with their original dates and prescriber |
| Orders and order history | Yes | Including line items where your export contains them |
| Subscriptions | Yes, where the billing provider supports it | Existing plans carry over without re-consenting patients |
| Uploaded documents and photos | Yes | Moved into the clinical vault with access controls applied |
| Blood test results | Yes | Where supplied as files or structured data |
| Audit history | Imported as records | Your old log is preserved as a historical file, not merged into the live audit trail |
| Passwords | No | Patients set a password on first sign-in. Nobody can migrate password hashes safely, and you should be suspicious of anyone who offers |
| Payment card details | No | Cards stay with your payment provider. Keep the same provider and nothing changes for the patient |
Two rules we hold to: your data stays yours and is exportable at any time, and nothing crosses between clinics on the platform, ever.
How long it takes
We give you a date in writing after discovery, once we have seen a sample of your data. What decides it is almost never us. It is how quickly you can get a full export out of your current system, so start that conversation before you start anything else.
| Moving from | What decides the timeline |
|---|---|
| Spreadsheets, forms and email | Shortest move we do. The work is cleaning the sheet, not migrating it |
| A storefront with plugins, no clinical system | Short. The shop stays where it is while the clinical side moves |
| A bespoke build with a clean database export | Moderate. Mapping the data model is the job |
| A bespoke build with no export and no documentation | Longest. Recovery and reconstruction come first |
| Another clinical platform | Depends entirely on the quality of their export |
How the move runs
- Discovery. We look at a sample of your data, your questionnaires and your current workflow. You get a written plan with a date on it.
- Sandbox. Your clinic is built on Sync-RX with your branding, treatments, questionnaires and pricing. Nothing is live.
- Test import. Your data is loaded into the sandbox. You check a sample of real patients end to end: record, history, prescriptions, orders.
- Your team trains. Prescribers and support staff use the sandbox on real cases before anyone depends on it.
- Final import and cut-over. A fresh export is loaded, the domain and the shop are pointed at Sync-RX, and your old system goes read-only rather than off. Usually done outside trading hours.
- Close support. We watch the first orders and consultations with you and fix anything that surfaces.
Your old system stays available read-only for as long as you want it. We never ask anyone to delete their fallback on go-live day.
Moving from a specific system
From a bespoke or agency build. The work is understanding your data model, not moving the rows. We take a database dump or CSV export and map it. Where your build has logic nobody documented, we replicate the behaviour patients see, not the code.
From an online store with plugins. The shop can stay exactly where it is. Sync-RX connects to the common storefront, subscription and payment tools directly, so orders and renewals keep flowing while the clinical side moves onto the platform. This is the fastest move we do. See integrations for what already connects.
From spreadsheets and forms. Faster than people expect, and the biggest jump in daily quality of life. The work is cleaning the sheet, not migrating it.
From another clinical platform. Depends entirely on their export. Ask them, in writing, for a full data export in CSV or JSON including consultations and prescriptions, before you sign anything with us.
What it costs
Migration is quoted separately from your monthly fee, because the work depends entirely on the state of your data. A clean export from a well-built system is a fraction of an undocumented one. We give you a fixed price after discovery, not an hourly rate. How the ongoing fee works is set out in the commercial section of the FAQ.
FAQ
Will my patients have to do anything?
Set a password the first time they sign in to the new portal. Their history, orders and subscriptions are already there. We provide the email that tells them, in your branding.
Do I lose my consultation history?
No. It comes across as historical records attached to each patient, so a prescriber sees everything in one timeline rather than logging into an old system.
Can I run both systems side by side?
Yes, during testing. We do not recommend it after go-live: two live systems means two versions of the truth. Keep the old one read-only instead.
What if the developers who built my system will not help?
Common, and not a blocker. If you have database access or an admin export, we can work from that. If you have neither, we can usually reconstruct patient records from your shop, payment provider and email records, and we will tell you honestly before you commit what will and will not be recoverable.
Is there downtime?
Cut-over is scheduled outside trading hours and typically takes a few hours. Your shop stays up throughout in most cases.
Who owns the data afterwards?
You do. You can export everything at any time, in full, without asking us.
We are thinking about selling in the next year or two. Should we still move?
That is usually a reason to move sooner rather than later. Buyers pay for clean records, an audit trail and a system that does not depend on one person. A year of clean history on a supported platform is worth more at diligence than a bespoke build with a good story attached to it.
Can you migrate us and then leave us alone?
Yes. There is no minimum commitment beyond the term on your plan, and your data leaves with you if you go.
Book a walkthrough
Ready to see what moving looks like for you? Send us a sample of your data and we will tell you, before you spend anything, what will transfer, what will not, and how long it will take.
Repeats and cancellation
Ongoing supply is where most services come unstuck. See repeat supply, reassessment and cancellation for the reassessment gate, the record each cycle needs, and how to handle failed payments and cancellations.