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This is Part 5 of the “Migrating Practice Management Software Successfully” series. See all articles in the series here.

Part 5: Getting Buy-In to Your PMS Migration

Getting your team to buy into a data migration project isn’t always easy. Neither practitioners nor administrative users always understand all the benefits of migrating to a new PMS because they do have access to nor understand the big picture. More than a few practices have found themselves struggling to get buy-in from their team due to their team not understanding why migrating is necessary.


Have you set realistic deadlines and deliverables?

More than half of all data migration projects go over the deadline. Therefore, it’s important to be upfront about realistic deadlines for your project.

It helps to group the data by functional areas. Your data map can help you to identify these areas and schedule realistic deadlines. Be sure to allow more time for resource-intensive areas. If you’ve identified areas where there are variations in the use of the system, consider allotting extra time for testing and transferring data.

One way to increase buy-in from your team is to schedule a few wins early in the data migration project. When users can see the benefits of the project, they’re more likely to support it. If you’ve identified an area that could see immediate benefits, consider pushing it to the front of the data transfer project. Look for low-hanging fruit to use as your “convincer”.

For example, if your practice struggles with submitting Medicare claims and reconciliation ensure Medicare is enabled in the new PMS first and if applicable celebrate the free Merchant and Transaction fees and the automated reconciliation with your admin team. Perhaps enabling a Client Portal to increase bookings is key for your practice, engage your team early and work towards getting quick wins out early in the process.


Do you have an adequate budget for this project?

We know this doesn’t always happen, but it’s good to know how much your migration project will cost up front! To get your team to support the needs of the PMS migration, focus on how the PMS will help the practice. If you are saving money or improving client outcomes by turning off an old PMS and associated hardware, let people know.


Do you have the right personnel for this project?

Think beyond the IT department when you consider personal. Try to get subject experts who can help to confirm whether data has transferred over properly. It can also be helpful to find real users to test the migrated data. These real users are your best gauge of whether the new database or system is working properly. If you’re in a large practice, consider delegating this to department heads.


Do you have your practice team buy-in?

For many practice owners, data migration isn’t the most exciting topic (though they will suddenly get real “excited” if something ends up missing or messed up). Particularly for longer complex migrations, it’s important to get prior buy-in from everyone in your team. One of the best ways to do this is to focus on the reason for migrating to the new PMS and why it’s important for your practice and your client outcomes.

Remember, one way to get key team members such as Admin and Senior practitioners on board with migrating is to understand what short-term wins they benefit from and deliver these up front in your migration plan. These will let these team members see the benefits of the migration early on and help keep them a bit more patient throughout the tedious portions of the project.


Are your users able to help themselves?

One of the many benefits of choosing a modern PMS is access to in product help articles via Live Chat with customer success teams during support hours, or the Artificial Intelligence (AI) bots used after hours to match requests for assistance with Help Centre articles. During business hours any of your team should be able to engage with a customer success team via live chat, email or telephone. Empowering all of your team to engage directly with the PMS success team individually will prevent yourself or key team members from bottlenecking the migration process.