EHR data migration services
EHR migration, moved and verified record by record.
Switching EHR systems usually means weeks of exports, retyping, and spot checks. With Vybz, you pick the EHR you are leaving and the one you are moving to, and Luna, our AI practice manager moves your clients, insurance, appointments, and documents, then checks every record against its source before you switch the old system off.
Leaving
IntakeQ
Moving to
TherapyNotes
Luna's migration ledger
Illustrative
Client 0412
Demographics, insurance, 3 appointments
Client 0413
Member ID split into payer + group
Client 0414
Intake packet, consent PDF
Client 0415
Possible duplicate of 0288
Why EHR migration is hard
Switching EHR systems is common, slow, and expensive.
No single record is hard to move. The difficulty is moving several thousand of them correctly while the practice keeps seeing clients, and then proving nothing was lost.
12–16
weeks is the typical length of an EHR switch, from planning to stabilization
$5–25k
in direct and indirect costs for a typical practice to change systems
40%
of behavioral health practices switch EHRs within their first three years (Black Book Research, 2025)
10–20%
productivity loss for one to two months after go-live
EHR migration challenges
Where an EHR data migration usually goes wrong.
Bulk imports drop fields
One EHR keeps insurance in a single box, the next splits payer, member ID, and group number. Preferred names live in a notes field in one system and a dedicated field in the other. Import files quietly lose whatever doesn't line up.
Retyping introduces errors
At ten minutes a record, 1,400 clients is more than 230 hours of data entry. The typo rate on the four hundredth record goes unmeasured until a claim bounces on a wrong date of birth.
Spot checks miss the gaps
Most practices check twenty charts, cancel the old subscription, and find out months later that a returning client's insurance and history never came across.
History gets left behind
Because moving everything by hand is so slow, many practices move only active clients and lose the inactive records they may still be required to keep.
How it works
Four steps from your old EHR to a verified new one.
You make two selections and a handful of decisions. The thousands of identical steps in between, and the checking that proves they were done right, are delegated.
01
You do thisConnect both EHRs
Connect the system you are leaving and the system you are moving to, with a sign-in or an API key depending on the EHR.
Both stay live during the move, so the old system is your rollback plan.
02
You do thisBrief the migration in plain English
Tell Luna what to move and in what order, for example active clients with appointments in the next two weeks first, then everyone seen in the last three years.
She shows you her plan and asks about anything ambiguous before she starts.
03
Luna does thisLuna moves the records
She reads each client in the old EHR and creates them in the new one, mapping every field to where the new system expects it.
A ledger tracks every record, so an interrupted run resumes without duplicates.
04
Luna does thisEvery record is verified
She compares each migrated record with its source, corrects what differs, and sends anything that needs a judgment call to your team with both versions side by side.
You get a written report before you switch the old system off.
What gets migrated
The records your practice actually runs on.
You decide the scope. Most practices bring active clients first, then inactive clients from the last few years, so nothing is left behind because moving it was too slow.
Client demographics
Names, preferred names, dates of birth, contact details, addresses, and emergency contacts.
Insurance details
Payer, member ID, group number, and subscriber information, split or combined to fit the new system.
Diagnoses
Each client's diagnosis codes, so billing in the new EHR starts from the right place.
Upcoming appointments
Placed on the right clinician at the right time, with clients who are seen soonest moved first.
Intake forms and documents
Completed intake packets, consent forms, and uploaded files, attached to the matching client chart.
Practice setup
Clinician availability, service types, and session lengths checked against what you offered before.
EHR migration cost
Pay per patient. No contractor charges.
You pay $1 to $3 for each patient migrated, depending on how complicated the move is. There are no hourly contractor fees and no staff weeks lost to retyping, which makes a migration with Vybz up to 88% cheaper than paying someone to move records by hand.
1,400
With Vybz
$2,800
$2 × 1,400 patients
By hand
$11,667
233 hours of data entry
You save $8,867
76% less
"By hand" assumes 10 minutes to retype and check each record at a contractor rate of $50 an hour. Your final price is confirmed when we scope the migration with you.
Supported EHRs
Migrate between the EHRs practices use most, in either direction.
Any system your staff can sign in to is one Luna can read from and write to, so the pairing is yours to choose.
Popular moves:
Running a different EHR?
Tell us which one. If your staff can sign in to it, Luna can migrate it.
What you get at the end
A verification report, not a hope that it worked.
Before you switch the old EHR off, you get a written report of every record that moved, every one that was checked, what was corrected, and the short list that needs a person. Behind it sits a complete trail you can open whenever a record is questioned.
The plan
What Luna intended to move, in what order, and the questions she asked before starting.
The ledger
Every record, marked moved, verified, corrected, skipped, or waiting, with the reason.
Session recordings
A recording of the work in each system, so any step can be replayed.
Both versions
For every correction, what the old EHR held and what was entered in the new one.
Planning a switch? Our guide covers the six phases, the costs, and a checklist for go-live: EHR migration, explained.
Migration report
Illustrative
1,400
Records moved
1,362
Verified on first pass
27
Corrected from source
11
Waiting on your team
Client 0415 looks like a duplicate of 0288: same name and date of birth, different phone.
Client 0413: member ID and group number split into separate fields to match the new EHR.
All 380 active clients and their upcoming appointments match the source.
Bring us your two EHRs
Tell us what you run today and where you want to go.
We'll walk through your two systems, show you a record being moved and checked, and scope the migration for your practice. Need a clearinghouse or a custom integration rebuilt too? Our forward deployed engineers work alongside Luna on the parts that need an engineer.
FAQ
EHR migration questions, answered.
EHR data migration services move a practice's records from one electronic health record system to another: client demographics, insurance, diagnoses, appointments, and documents. Vybz does this with Luna, an AI practice manager who moves each record and then verifies it against the source, with our team scoping the work and handling anything that needs an engineer.
A full EHR switch typically runs 12 to 16 weeks once planning, training, and stabilization are counted. The data work is usually what sets the pace. Because Luna moves records in the background while your team keeps working, the data move stops being the bottleneck, and verification before go-live shortens the stabilization period.
Vybz charges per patient migrated: $1 for a simple migration of demographics, contact details, and insurance, $2 when diagnoses, appointments, intake forms, and documents come too, and $3 for complex moves with large document histories, duplicates to merge, or custom field mapping. There are no hourly contractor charges, which makes it up to 88% cheaper than moving records by hand.
Practices most often ask about TherapyNotes, SimplePractice, IntakeQ or PracticeQ, and Healthie, in any direction, for example IntakeQ to TherapyNotes or SimplePractice to TherapyNotes. If your EHR isn't listed, ask us. Any system your staff can sign in to is one Luna can read from and write to.
Yes. Luna reads clients, diagnoses, appointments, intake forms, and files from IntakeQ through its API, creates each client in TherapyNotes with the practice's own sign-in, attaches their documents, and then checks every migrated record against the IntakeQ original.
Every migrated record is compared field by field with its source. Matches are marked verified, differences are corrected from the source, and anything that needs a decision, such as a possible duplicate, goes to your team with both versions shown. You receive a written report listing what moved, what was verified, and what is waiting on a person.
No. Both systems stay live while the records move. Clients with the soonest appointments are usually moved first, so everyone on this week's schedule already exists in the new EHR, and the old system stays complete as your rollback plan.
Sign-in details and API keys are encrypted as soon as you save them and are only unlocked inside the secure environment that runs the migration. Every step is logged, and you can disconnect either system at any time to remove access.
No. Luna works with whichever EHR you already have. A migration is a separate decision you make for your own reasons, and when you make it, she does the moving and the checking.