Free printable clinic checklist

Switch clinic software with a plan you can check.

A safe operational move starts by agreeing what will transfer, what needs separate access and how the clinic will verify the result. This checklist works with any supplier; it does not promise that a particular system can import each item.

Clinic: ____________________   Owner: ____________________   Review date: ____________

1. Define the move

  • Write down the clinic’s reasons for changing and the workflows that must improve.
  • Appoint a decision-maker and a person responsible for checking records.
  • Record renewal dates, notice periods, export fees and any ongoing read-only access costs.
  • Ask the new supplier to confirm the supported import scope in writing before cancelling the old system.

2. Inventory the information

  • List client details, future bookings, treatment history, forms, consent evidence, photographs, documents and financial balances separately.
  • Ask the existing supplier which formats are available, what identifiers connect files to records and whether signatures and timestamps are included.
  • Identify duplicate clients, missing references and attachments that need a separate export.
  • Record what must remain accessible in the old system or an agreed archive.

3. Plan bookings and balances

  • Choose a cutover time and identify bookings added or changed after the first export.
  • Reconcile future appointment dates, time zones, locations, practitioners, durations and statuses.
  • Agree which system sends reminders around cutover to avoid duplicate or missing messages.
  • Reconcile deposits, refunds, vouchers and credits separately; do not infer a paid balance from a booking status.

4. Rehearse before committing

  • Use the supplier’s approved secure transfer route, not a public contact form or ordinary email.
  • Review mapped fields, source and destination counts, skipped rows and duplicate decisions.
  • Check representative records and attachments, including unusual or incomplete cases.
  • Confirm who can access the new records and who can authorise a live import.

5. Approve and reconcile

  • Record the agreed exceptions, rollback point, cutover owner and go/no-go decision.
  • Confirm future bookings and opening balances against the source after the move.
  • Check that practitioners can locate history, forms and photographs through the agreed route.
  • Retain source access and staged files only under the clinic’s agreed retention and deletion plan.

6. Help the team settle in

  • Run a fictional booking-to-follow-up journey with each role.
  • Tell clients clearly which booking or portal link to use and from what date.
  • Review errors, duplicate reminders and missing information daily during the first week.
  • Keep a dated issue log with an owner and resolution for each exception.

Rytura’s current boundary

Planned onboarding support is assessed case by case. Structured client-list fields may be suitable; future bookings, clinical notes, photographs, forms, consent and financial history need separate assessment. There is no public one-click migration service.

Review Rytura’s supported switching process and compare the new system’s everyday workflow.

Reviewed 14 September 2026 · Rytura editorial team. Keep legal, professional and records-retention decisions with the clinic’s responsible advisers.