Help Center4D EMR uses a phased data migration approach to move your practice’s information from Nextech Cloud into 4D EMR. This approach allows your practice to go live on time while ensuring patient records, appointments, and documents are migrated accurately and securely.
What Data Will Be Migrated
Data Exported by Your Practice
Using Nextech’s Letter Writer tool, your practice can export the following data with assistance from the 4D EMR team:
- Patient demographics
- Appointments
- Patient alerts
This data is used to establish patient records, appointment history, and scheduling structure in 4D EMR.
Data Provided Directly by Nextech
Certain data cannot be exported by the practice and must be delivered directly by Nextech as part of a full data extract:
- Electronic Medical Notes (EMNs) converted to PDF
- Patient documents, scanned records, and images
These files are delivered by Nextech via secure file transfer after go‑live.
What Data Will Not be Migrated
- Financial and billing data of any kind are not migrated, including charges, payments, insurance, or balances.
- Any data type or category not listed as included above.
How the Migration Process Works
Early Planning (Soon After Kickoff)
Shortly after kickoff, your practice should contact Nextech to request information about the process, requirements, and timelines for requesting a full data extract. This step is informational only and does not involve requesting data yet.
Initial Data Migration (Within 2-4 Weeks of Kickoff)
With support from 4D EMR, your practice exports patient demographics and historical appointments using Nextech Letter Writer.
4D EMR imports patient records and works with your team to map Nextech appointment types to the correct appointment types in 4D EMR. Once mapping is approved, historical appointments are imported.
Future appointments remain in Nextech at this stage since they may still change prior to go‑live.
Final Data Update (1 Day Before Go‑Live)
A final export captures:
- Any new patients added since the initial export
- Appointments that were created, updated, or scheduled since the first export (including future appointments)
This ensures your schedule and patient list in 4D EMR are current on day one.
Full Nextech Data Extract (After Go‑Live)
Once your go‑live date is confirmed, your practice requests a full extract from Nextech. Nextech typically delivers documents, scanned records, images, and EMN PDFs within 4–6 weeks via secure SFTP.
After receipt, 4D EMR processes and migrates these files, typically within 5–10 business days.
What to Expect at and At Go‑Live
- Patients and appointments are available in 4D EMR at go‑live
- The full Nextech extract does not delay your go‑live
Key Takeaway
4D EMR’s staged migration process allows your practice to transition smoothly without waiting on Nextech’s full data extract. You go live on time with complete patient and scheduling data, while documents and images follow shortly after.
Data Migration Time line
│
Soon After Kickoff
│ • Practice contacts Nextech to learn extract process & timelines
│ • No data requested yet
│
Within 2-4 Weeks of Kickoff
│ • Letter Writer export:
│ - Patient demographics
│ - Historical appointments
│ • Practice uploads data to secure SharePoint
│ • 4D EMR imports patients
│ • Appointment types reviewed and mapped
│ • Historical appointments imported
│
1 Day Before Go‑Live
│ • Final Letter Writer export:
│ - New patients
│ - Updated & future appointments
│ • Practice uploads final files
│ • 4D EMR imports final updates
│
Go‑Live
│
Day of or After Go‑Live
│ • Practice requests full Nextech extract
│ • Nextech delivers PDFs, documents, scans & images
│ (4–6 weeks via secure SFTP)
│
After Extract Receipt
│ • 4D EMR processes and migrates file‑based data
│ • Typical timeframe: 5–10 business days