PatientNow → 4D EMR Data Migration

Migrating from PatientNow to 4D EMR follows a full‑extract‑only approach. Because PatientNow reporting tools do not provide usable, structured data for migration, all migratable data must be obtained directly from PatientNow via a full data extract.

This approach ensures data integrity but requires temporary manual workflows by the practice during the extraction to import window.

What Data Can Be Migrated

Data Migrated from PatientNow Full Extract

4D EMR can migrate the following data once delivered by PatientNow:

• Patient demographics
• Appointments
• Patient photos / images
• Patient encounter notes (PDF, RTF, or converted to PDF)
• Communication notes (PDF or converted to PDF)
• Patient medical history
• PatientNow “Tabs” data

PatientNow data is accepted in the original format provided (PDF, RTF, PNG) or converted to PDF as part of the migration process.

Why a Full Extract Is Required

• PatientNow reports do not produce structured, machine‑readable data suitable for import
• All data must be requested directly from PatientNow

As a result, no patient or appointment data can be imported into 4D EMR prior to go‑live.

Migration Process & Timing

Early Planning (Soon After Kickoff)

• Your practice contacts PatientNow Support to:
  • Understand the full extract request process
  • Confirm delivery formats and timelines
• This step is informational only
• Do not request the extract yet

The full extract should only be requested once a firm 4D EMR go‑live date is confirmed.

Go‑Live Preparation & Manual Data Entry

Because no data is available for import prior to receiving the extract:

• Your practice must manually add patients and appointments in 4D EMR
• This typically occurs for 1–2 weeks
• Charting and documentation may require:
  • Manual entry, or
  • Temporary double entry (PatientNow + 4D EMR)

This ensures continuity of care during the data transition period.

Full Data Extract & Delivery

• Once requested, PatientNow prepares the full extract
• The extract reflects data as of the date it is created
• Any appointment changes made after the extract date must be manually updated in 4D EMR by the practice

Data Migration into 4D EMR

• After receipt, 4D EMR imports all available data
• Includes patients, appointments, documents, images, and notes
• Data is migrated as provided, preserving original formats where applicable

Important Considerations

• Go‑live does not depend on receiving the PatientNow extract
• Manual workflows are temporary and required due to PatientNow limitations
• Appointment data is point‑in‑time and must be reconciled post‑extract

Summary

PatientNow migrations require a full‑extract‑only approach.
While this necessitates short‑term manual workflows, it ensures a complete and accurate historical data transfer into 4D EMR once the extract is delivered.

Kickoff
  │
  │── Soon After Kickoff
  │     • Practice contacts PatientNow Support
  │     • Purpose: understand full extract process & timelines
  │     • No data is requested at this stage
  │
  │── Go‑Live Planning Period
  │     • Practice confirms firm 4D EMR go‑live date
  │     • Practice prepares for short manual workflow period
  │
Go‑Live
  │
  │── Go‑Live + 0–2 Weeks (Manual Period)
  │     • No data imported yet from PatientNow
  │     • Practice manually enters:
  │         - New patients
  │         - Appointments
  │     • Documentation may require manual or double entry
  │
  │── Full Extract Requested
  │     • Practice submits full data extract request to PatientNow
  │     • Extract reflects data as of the preparation date
  │
  │── PatientNow Data Delivery (typically 5-10 business days)
  │     • PatientNow delivers full extract
  │     • 2-3 days: Patient Demographic & Appointments imported
  │     • 10-15 days: Scans, doucments, images imported  │