The biggest fear when changing a clinic management program is losing the data you have accumulated. Patient records, appointment history, price lists and documents are built up over many years, so the thought of transferring everything from scratch is daunting. In practice, switching to DARWA CRM goes smoothly: patient and appointment data is moved safely from old programs, without loss and without long downtime. In this guide we explain step by step how data migration works, which systems we handle it from, and why migration and setup are free.
Patient records, contacts and appointment history are transferred from Serve, Dental4Windows and other systems safely and free of charge, and we carry out the initial setup together with you.
What data is transferred
The goal of migration is for the clinic to start working in the new system without losing its history. That is why we transfer the most important information: patient contacts and records, appointment history and, when needed, the price list with service groups. Once this data is in the system, treatment plans are drawn up quickly and registration works from day one. A clean price list transfer is especially important, because it determines how quickly plans are later created and how payroll is calculated.
| Switching | Entering by hand | With DARWA migration |
|---|---|---|
| Patient records | Rewritten one by one | Transferred automatically |
| Appointment history | Often lost | Preserved |
| Downtime | Long | Minimal |
| Cost | Many hours of work | Free |
Which programs we transfer from
Most clinics already use some kind of system, often an old desktop program such as Serve or Dental4Windows, or several separate programs and spreadsheets. Data from such systems can usually be transferred, so there is no need to enter anything by hand from scratch. If you are not sure whether your program is suitable, just get in touch and we will check and explain how the transfer would work in your specific case.
How migration works step by step
The switch is broken down into clear stages. First we assess what data exists in the old solution and in what form it can be transferred. Then the data is safely moved into DARWA CRM and checked to make sure everything ended up in its place. In parallel, the initial setup is carried out: the fiscal cash register and equipment are connected, an administrator account is created and parameters are configured. Finally, the team is given a short introduction to the system. The DARWA team carries out this entire process together with you, so the clinic is never left alone with the technical side.
We will check whether your program is suitable and prepare a transfer plan.
How long it takes and whether there will be downtime
The real switching time depends on the size of the clinic and the amount of data, but a well-organised migration takes days, not months. Because the team helps do most of the work, and the system runs through a browser and does not need to be installed on every computer, the clinic starts working quickly and without much disruption. Read more about the whole switching process in the clinic digitalization guide.
Data security during the transfer
Patient data is sensitive, so migration is carried out securely, and the transferred data is stored on European Union servers in line with GDPR requirements. Daily automatic backups ensure that information will not disappear even in an unforeseen situation. There is more on this in the article about clinic data security on EU servers.
How much the transfer costs
Data transfer and the initial setup work are free, and are not included in a separate invoice. You pay only a monthly license per chair, and the first month is free altogether. This way, switching to a new system happens without an upfront investment and without risk. How the monthly price is formed is explained in detail on the pricing page.
Frequently asked questions
Is it really possible to transfer data from Serve or Dental4Windows?
Yes, patient records, contacts and appointment history are usually transferred. It is worth checking in advance for your specific program.
Does migration cost extra?
No, data transfer and the initial setup are free, you pay only a monthly license per chair.
How long does switching take?
A well-organised migration takes days, not months, because the team helps do most of the work.
Will I lose my patient history?
No, the goal of migration is to preserve the history so that the clinic starts working without losing the data it has accumulated.
Summary
Switching to DARWA CRM from an old program is not the frightening project it often seems to be. Patient records, contacts and appointment history are transferred safely, the team carries out the initial work, and migration and setup are free. Because the system runs through a browser and the first month is free, you can evaluate the switch without an upfront investment and without the risk of losing data.
Before you start, it is worth finding out what data will be transferred, how long it will take and how its security is ensured. The better these questions are answered in advance, the more smoothly the switch goes. If you want to prepare even better, read the guide on how to choose a clinic management system, and you can explore all the features on the features page.
Want to know how the transfer would work in your particular clinic? Get in touch and we will prepare a clear migration plan based on the program you use and the amount of data.