Optimed NXT data migration: how switching systems works

Optimed NXT data migration means exporting data from your current practice management system (for example MyDr or Asseco mMedica) and importing it into the new system. Reception staff and doctors then carry on working without retyping patient records. Mednow, the vendor of Optimed NXT, confirms that migration from other suppliers’ systems is possible if the data is provided in a suitable format (vendor FAQ, in Polish, as of 26 August 2026). In practice, the success of a migration depends on what can be extracted from the old system and in what form.

What data is moved when you switch systems?

We agree the scope of the migration at the start of the project. It depends on what the old system can export and what the Optimed NXT import accepts. Most often we discuss three groups of data:

• the patient register: identification and contact details that reception works with
• scheduled appointments, so that patients booked before the switch do not disappear from the calendar
• medical records: visit history, diagnoses, results, documents and attachments

Not everything has to reach the new system in editable form. Some of the historical records can be kept in an archive that staff can open read-only. The decision depends on how often doctors look at older entries and how much it costs to move them in full.

Rules on records from the old system

Changing systems does not release a healthcare provider (as defined in Polish law) or a medical practice from the obligation to store medical records and make them available. Three provisions are directly relevant (legal status as of 8 November 2026):

Provision	What it means for the migration
Regulation of the Minister of Health of 6 April 2020 on the types, scope and templates of medical records and the manner of processing them (in Polish; consolidated text, Journal of Laws 2026, item 1391), § 1(6)(8)	the system in which you keep records must allow all data to be exported in the standards and formats listed in § 1(6)(6) (for example HL7, DICOM), so that it can be reproduced in another system
the same regulation, § 1(5)(6)	you prepare and carry out a plan for storing records over the long term, including moving them to new formats if continuous access requires it
Act of 6 November 2008 on Patient Rights and the Patient Ombudsman (in Polish; consolidated text, Journal of Laws 2024, item 581, as amended), Art. 29	as a rule, records are stored for 20 years from the end of the year of the last entry (with some longer and shorter exceptions)

Before you give notice to your current supplier, agree with them the format and deadline for handing over a full data export. Also agree how long you will have read-only access to the old system.

How does the migration work, step by step?

Implementations with data migration follow a fixed schedule of milestones. Stages marked “if applicable” only appear when we move data from an old system.

Milestone	What it means
Pre-implementation analysis approved	the scope of the implementation and the way of working in the new system are written down and approved
Infrastructure and access provided	the server or cloud environment and the accounts needed for the implementation are ready
Initial data handed over	configuration data, such as consulting rooms, staff and services, reaches the implementation team
Migration export handed over (if applicable)	we receive a data export from the old system
Migration feasibility analysis (if applicable)	we check which data can be moved and in what form
Migration quote approved (if applicable)	you approve the scope and cost of moving the data
System configuration completed	permissions, consulting rooms, document templates and integrations are set up
Test migration approved (if applicable)	staff check the migrated data in a test environment
Training completed	users are trained before go-live
Go-live decision	we decide together whether the system is ready to go live
Production migration (if applicable)	the final export and import of data before go-live
Production go-live	your team starts working in Optimed NXT
Post-go-live assistance completed	support during the first days of work ends
Implementation sign-off	you confirm that the implementation is complete

The test migration is a stage you should not cut short. Only real data shows whether lookup lists (for example visit types or services) have equivalents in the new system and whether patients have been duplicated.

According to the vendor, implementing Optimed NXT in a clinic that has been running for several years usually takes at least 2 weeks. Data compatibility is one of the factors that affect this (vendor FAQ, in Polish, as of 26 August 2026). Migration is therefore part of the implementation schedule and cannot be left until the very end.

Example: moving from MyDr

We implemented Optimed NXT for a client that had previously used MyDr. The project included migrating data to the new system and was billed at a fixed price under the implementation contract.

The price of an implementation with migration and the scope of our work are described on our Optimed NXT implementation page.

Pitfalls when switching systems

• The contract with your old supplier: notice period, the cost and deadline for handing over the export, and access to data after the contract ends.
• The export format. You need files that can be processed (for example CSV, XML or HL7 messages). PDF printouts alone are not enough.
• Duplicate patients, meaning the same people recorded several times, for example with a typo in the surname. It is better to merge them before the import.
• Attachments and scans are often stored separately from the database and need a separate export.
• Certificates for P1, Poland’s national e-health platform run by the e-Health Centre, have to be configured in the new system. The e-Health Centre explains how to renew them and generate the files for a medical system (instructions on ezdrowie.gov.pl, in Polish).
• For the switchover, choose a day with fewer patients, with support on site during the first hours of work.
• With several locations, training and the switchover day are planned for each location separately, so that reception in every place is ready before its first day in Optimed NXT.

What should you do with the old system after the switch?

Moving to Optimed NXT does not settle the question of the old system. Records created in it that were not moved in full are still subject to the storage periods in Art. 29 of the Patient Rights Act. You have three options:

• Keep read-only access to the old system. This is simplest for doctors, but it requires a contract with the current supplier for years to come.
• Keep the full export in an archive. The files must be in readable formats, with a description of their structure, and covered by backups like the rest of your data. Only authorised people may access the archive. You must also be able to give patients records from the archive without undue delay.
• Move the whole history to Optimed NXT. This is the most convenient for day-to-day work, but the most labour-intensive during the migration.

We choose the option with you before the trial export. The scope and cost of the migration depend on that decision.

If you are still comparing systems, read our article HIS: the basics (in Polish).

Check which data can be moved before you give notice to your current supplier. Get in touch and we will assess your current system.