Reception and the Doctor terminal
Rehearse a booked arrival, a new walk-in and a returning patient. Check registration, queue placement, consultation access and how the team retrieves the information it needs.
SWITCHING CLINIC MANAGEMENT SOFTWARE
Plan the move around your clinic day.
Start with the data, people and workflows your clinic depends on. We will assess what can move into Watson, agree how historical information stays accessible and prepare the team before the changeover.
A changeover plan for your clinicWORKFLOW ILLUSTRATION
Agree what needs to move and what needs to remain accessible.
Review the current system, available exports, branch structure and critical workflows. Define the import scope and the historical information the clinic must still be able to retrieve.
CLINIC CHANGEOVER PLAN01 · ASSESS
Define the scope
- Current system and available export formats
- Required day-one data and historical access
- Branch and workflow requirements
Explore the proposed preparation process. The final scope, timing and acceptance checks are agreed with your clinic after assessment.
WHAT MOVES, AND HOW
Agree the data scope before the changeover.
These are the starting points for assessment. A supported import workflow still needs accurate source data, mapping and review.
- Patient contact detailsSupported import workflow
- CSV, vCard and supported contact sources can be mapped into contact records. Review the preview, matching results, duplicates and invalid rows before committing the selected records.
- Custom contact fieldsMapping required
- Supported CSV fields can map to configured custom contact fields. Confirm the definitions and unique identifiers before relying on them to match patients.
- Medicine opening stockSupported, subject to validation
- Map medicines and opening quantities with their units, prices and expiry information. Stock awaiting expiry confirmation is held out of dispensing until physically checked and released.
- Historical clinical recordsAssess the source
- Review the available notes, prescriptions, attachments and visit relationships. Agree what can be transferred, what needs a separate method and how the clinic will access any retained archive.
- Future appointments and ongoing workAssess and reconcile
- Review upcoming bookings, practitioner assignments and any ongoing course of care. Agree the entry or transfer method and verify the first operating days against the old schedule.
- Balances, panels and financial historyAssess and reconcile
- Review open amounts, deposits, panel references and historical payment records separately. Confirm the supported handling and reconcile the opening position before changeover.
PREPARE THE PEOPLE AS WELL AS THE DATA
Walk through the work each team will do.
A successful setup is one the clinic team can use confidently when the first patient arrives. Agree the workflow, access and handover for each role.
Pharmacy and the completed bill
Verify medicine names and units against physical stock. Walk through prescribing, partial supply, a stock correction and payment collection before the clinic relies on the workflow.
BEFORE YOUR DEMO
Your questions, answered.
Can we migrate from our current clinic management system?
Start with an assessment of the system and the exports you can obtain. Watson has contact-import and medicine opening-stock workflows, while clinical history, appointments and financial records need their own scope review. Agree the supported transfer and archive plan before committing to a changeover.
Will every field and attachment transfer automatically?
That should not be assumed. Fields, identifiers, attachments and visit relationships differ between systems. A representative sample and a written mapping are needed to confirm what the move will preserve.
How are duplicate patient contacts handled?
The contact-import workflow classifies records for new import, enrichment, duplicates, review or invalid data. The team can inspect the preview and select records before committing. Patient identity rules and custom unique fields should be checked during mapping.
Can we bring stock in when expiry dates are incomplete?
Opening stock can be recorded with unresolved expiry information held separately. Held stock is excluded from dispensing until the clinic verifies the physical stock and confirms its expiry for release.
Will the clinic need downtime?
The changeover window depends on the source data, reconciliation and clinic schedule. Agree it after assessment, with a named owner and a fallback process. A universal zero-downtime promise would not reflect those dependencies.
What should we bring to the first discussion?
Bring the current system name, branch and staff structure, the workflows you want to preserve and a list of available export types. Use a representative sample with identifying patient details removed for the initial assessment, and agree secure handling before sharing real records.
SEE IT IN YOUR CLINIC
Start with a clear scope for the move.
Tell us how your clinic works today. We will use that to map the data assessment, staff preparation and changeover requirements.