A safe RepeatMD migration begins with contract and export discovery, then maps member identity, points, tier, memberships, recurring billing, packages, vouchers, gift cards, referrals, and communication consent into the new system. Reconcile counts and balances, run a pilot, define a rollback boundary, communicate clearly, and cut over only after the clinic can support both patient and staff workflows.
Migration is not a file upload. It is the transfer of patient expectations and clinic obligations from one operating system to another.
This guide is vendor-neutral. RepeatMD's current exports, contracts, processor arrangements, and offboarding procedures can change. Obtain current written answers from RepeatMD and the destination vendor before setting a date.
Phase 1: discover the contract and authorities
Do not announce the migration before the clinic understands whether billing tokens, subscriptions, or patient balances can move and which items require patient action.
- Contract end date, renewal, notice, termination, and data-access terms
- Ownership of payment processor and recurring billing relationships
- Current export formats and delivery timing
- Patient app, web, domain, and communication dependencies
- Who owns gift-card, credit, package, and membership obligations
- Support available during offboarding
Phase 2: request and preserve source exports
Request exports early and preserve the original files unchanged. Record when they were generated, which fields they contain, and which records are excluded.
- Members and contact identity
- Points ledger or at least current balances
- Tiers and enrollment dates
- Active memberships and billing references
- Packages, credits, and vouchers
- Gift cards and balances
- Transactions and refunds
- Communication consent and suppression state
A member total without the obligations attached to each member is not a complete migration.
Phase 3: build the field map
Map each source field to the destination field, transformation, default, and exception path. Normalize email and phone cautiously; do not merge people solely because a name looks similar.
Define which system is authoritative for scheduling, clinical records, payments, loyalty, and patient communications after cutover.
Phase 4: decide recurring billing
This is often the highest-risk decision. Determine whether the clinic owns the processor relationship and whether reusable payment methods or subscriptions can be transferred under processor and contractual rules.
If members must reauthorize, create a communication and support plan rather than disguising the action as a routine login.
Phase 5: reconcile before patients see it
Use exact totals and sampled patient-level review. A migration can match the overall balance while assigning value to the wrong person.
- Source and destination member counts
- Duplicate and unmatched identities
- Total and per-member points
- Active membership counts and statuses
- Outstanding package units and vouchers
- Gift-card and stored-credit totals
- Failed or excluded rows with named owners
Phase 6: pilot the real workflows
Use a small, authorized test cohort. Verify patient account claiming, balance display, membership state, purchase, redemption, refund, staff lookup, exports, and support escalation.
Test mobile and web separately, including patients who will not install an app.
Phase 7: communicate the cutover
- What is changing and what is not
- The exact date and any downtime
- Whether balances and benefits are preserved
- Whether payment reauthorization is required
- How to activate the new account
- Where to receive human support
Phase 8: define rollback and closeout
Set the last safe moment to return to the prior process and identify which writes would make rollback unsafe. Freeze source changes or capture a final delta at the agreed boundary.
After cutover, reconcile again, keep the source exports, resolve exceptions, confirm cancellation obligations, and document when access to the former platform ends.
Questions clinic owners ask
Can RepeatMD memberships be migrated automatically?
Do not assume so. Export scope, payment ownership, token portability, subscription structure, and contract terms must be confirmed in writing with the current vendors and processor.
Will patients lose their points?
A planned migration should map and reconcile balances before cutover. Whether detailed ledger history is available depends on the source export.
How long does a migration take?
The timeline depends on contract notice, export availability, data quality, billing decisions, patient reauthorization, catalog complexity, testing, and support capacity. Set the date only after discovery.
Continue the work
This guide is operational education, not legal, tax, accounting, or clinical advice. Review the final membership, marketing, consent, and patient-care policies with the qualified advisors responsible for your clinic.