Your data comes with you — as far as your current platform will let it
Moving between clinic systems is rarely a single button. What transfers cleanly depends almost entirely on what your existing platform allows you to export. So we assess that first, tell you in writing exactly what will and will not move, and only then agree a migration plan with you.
Why we assess before we promise anything
Any supplier who promises a complete, effortless migration before seeing your current system is guessing. The honest answer is that it varies enormously — and you deserve to know which situation you are in before you commit.
Every platform exports differently
Some systems give you a clean, structured export of clients, appointments and clinical notes. Others release contact details and little else. A few offer nothing more than printed PDFs, or put exports behind a paid request.
Consent and clinical notes are the hard part
Signed consent forms, before and after photographs and clinical notes are frequently held in proprietary formats, or tied to the application that created them. These are usually the records that matter most for governance.
Your obligations do not move with you
Records you cannot migrate still need to be retained and remain accessible. That has to be planned deliberately at the point of switching, not discovered eighteen months later during an inspection.
The Migration Assessment
A short, structured review of your current system before any decision is made. It exists so that both sides go in with the same expectations.
Tell us what you are using now
The platform name and version, roughly how many client records you hold, how long you have been on it, and whether you have owner or administrator level access. That last point matters more than most clinics expect — some systems only release exports to the account owner.
We establish what your platform will actually release
Which export formats and fields are supported, whether clinical notes, consent records and images are included, and whether there are record limits, date restrictions or charges attached to a full export.
We map your data to INTENTIQ
Your fields are matched to INTENTIQ’s client, appointment, treatment, consent, prescribing and document records — so you can see exactly where each part of your history will live afterwards.
You receive a written assessment
What migrates automatically, what needs manual entry, what cannot come across at all and how we recommend you retain it, together with a realistic timescale for the work involved.
You decide
You see the complete picture, including the awkward parts, before committing to anything. If the honest answer is that a full migration is not achievable from your current system, we will say so plainly and help you plan around it.
What usually moves, and what usually needs care
Indicative only — your assessment will confirm the position for your specific platform.
Usually transfers well
- Client demographics and contact details
- Appointment history — dates, service, practitioner
- Treatment history, where it can be exported
- Documents, policies and SOPs you already hold as files
- Staff records and training certificates
- Service menus and price lists
Often needs care, or may not transfer
- Clinical notes held in proprietary or non-exportable formats
- Signed consent forms with embedded signatures
- Before and after photograph libraries tied to the source app
- Historic SMS and email conversation threads
- Batch and traceability logs kept only on paper
- Stored card details — never migrated, for payment security reasons
The part most switches get wrong
Changing platform does not reset your record keeping duties
Where data cannot be migrated, you still need it to remain accessible for the applicable retention period. There are usually two workable routes: a complete archived export held securely by the clinic, or read only access to your previous system for an agreed window.
We put this in the written assessment so that it becomes a documented decision rather than an oversight — which is exactly the sort of thing that is far easier to explain to an inspector when it was planned in advance.
How your data is handled during migration
Written terms first
A data processing agreement covering our role as processor is in place before any clinical data is shared with us.
Restricted, encrypted transfer
Data is transferred over encrypted channels, and access is limited to the onboarding staff performing the migration.
Used only for the migration
Your data is used solely to carry out the agreed migration, and source files are deleted on your instruction once you have verified the result.
You sign off before go live
You check record counts and spot check a sample of migrated records yourself before the clinic goes live on INTENTIQ.
Platforms clinics commonly move from
Clinics come to us from Pabau, Fresha, Jane, ANS and AESORI, Faces, Aesthetic Record and Nymo, as well as from spreadsheets, paper records and general practice management systems. Each is assessed individually — appearing on this list does not by itself mean a complete export is possible, because export capability changes between versions and account tiers.
If your current system is not listed, that is not a problem. The assessment process is the same.
Find out what can move — before you decide
Tell us which platform you are on today and we will assess what it can release, map it to INTENTIQ, and give you the honest picture in writing.
Request a migration assessment
How switching works
Call 0333 043 2226 or email info@intentiq.co.uk