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Switching to VellaMigration on us · $0 · any PMS

Leaving should be easier than staying.

Most practices know they’re on a legacy platform. They stay because the switch looks like a lost week, a furious team and a history that doesn’t survive the trip. None of those need to be true — whichever system you’re leaving.

Start with the manifestSee the parallel run
No lost production dayYou choose the cutoverThe history comes too
The manifestWhat arrived overnight
$0
Patients4,812complete
Images and radiographs63,904linked to patient · date · procedure
Clinical notes211,540structure preserved
Perio charting38,116 visitsmeasurement by measurement
Ledger historysince 2009every transaction, adjustment, write‑off
Fee schedules14 carriers2 reconstructed from remittance · flagged
Documents and consents9,377attached, original dates
Illustrative. Yours is produced from your own system, read‑only, before any date is discussed — and you keep it either way.
Why practices hesitate

Everyone has heard the horror story.

Usually from a colleague, usually about a weekend. These are the six failures that actually happen — and they happen often enough that hesitating is a reasonable position, not a nervous one.

01

The images stay behind

Or they arrive as a folder of files with no link back to the patients they belong to — which is nearly the same thing.

02

Clinical notes flatten

Years of structured entries collapse into one long text field. Still readable. No longer searchable, sortable or usable for anything.

03

The ledger arrives without its history

Open balances come across. How they got there does not. Every conversation about an old account becomes guesswork.

04

Fee schedules don’t come at all

Carrier contracts and historical schedules get rekeyed by hand, or started fresh. Which is how a 2019 typo survives to today.

05

Perio charting is lost

The one thing that cannot be reconstructed, because it only existed as measurements taken at a moment that has passed.

06

The old system never leaves

Three years later you’re still paying to keep a server running so somebody can look something up. The migration technically succeeded.

All six have the same cause

A conversion is a one‑time export against a deadline. Somebody writes a mapping, runs it once, and whatever didn’t map gets triaged under time pressure on a Friday. Vella doesn’t work that way. Vella Connect copies continuously, read‑only, starting weeks before you decide anything — and you see the manifest of what arrived before a cutover date is ever discussed.

Copy continuously and the deadline stops being a deadline.

How Vella Connect reads your system →
The parallel run

Nothing is irreversible until you say a date.

Both systems run at once for as long as you want. Your current software stays primary the whole time, Vella mirrors alongside it, and you compare them on real days with real patients before anything changes.

DAY ONE ONWARD · BOTH RUNNINGCUTOVER · YOUR CALLAFTERYour current systemLive and primary. Nothing changes about how the practice runs today.Read‑only, kept for as long as you want itVellaReceiving, transforming, staying current alongside youPrimarya day you pickIf the date stops suiting you, move it. No penalty, no rescheduling fee — nothing has been spent that needs recovering.
How long

A week, a month, a quarter.

However long it takes your team to trust it. Compare a real day side by side, check the numbers against your old reports, and train while the stakes are still zero.

The cutover

One switch, on a day you pick.

And if the date stops suiting you, move it. Nothing has been spent that needs recovering, so there is no penalty to recover it from.

The constraint

Why the weekend go‑live exists.

Because the export could only be run once. The deadline, the closed practice, the Friday‑night triage, the things that quietly didn’t map — all of it follows from that one constraint. Copy continuously and it disappears.

Your old system stays live throughout. There is no morning where nobody can find a chart.

What comes across

All of it. Including the parts that usually don’t.

The six failures from a moment ago, answered one at a time. Two of them are the ones that make owners hesitate, so they’re marked.

The hard one

Images and radiographs

Copied with the links intact — still attached to the patient, the date and the procedure they belong to. Matched through the database reference, not the filename, because filenames lie after a merge. A folder of files with no relationships isn’t a migration.

Clinical notes

Structure preserved rather than flattened, so entries stay searchable and sortable instead of becoming one long block of text nobody can query.

Ledger history

Every transaction, adjustment, write‑off and credit going back to the beginning. Not just what’s outstanding, but how it got that way.

Fee schedules and contracts

Current and historical, by carrier and effective date. Where a schedule is missing at source, it’s reconstructed from your own remittance history — and flagged as reconstructed.

Can’t be rebuilt

Perio charting

Measurement by measurement, visit by visit. The one piece of a chart that cannot be recreated later, because it only ever existed as a reading taken on a day that has passed.

Documents and consents

Still attached to the right chart, with their original dates, so a signed form from 2014 is where you’d expect it rather than in an unsorted archive.

What doesn’t transfer

Every migration leaves something behind. Here is ours.

Most vendors don’t mention it until afterwards, which is how a Tuesday gets ruined.

Custom reports you built in the old systemWe rebuild them with you rather than migrating them, because the underlying model is different.
Integrations that only speak to your old PMSWe’ll tell you which ones before you commit to a date, not after.
Macros and templates tied to the old interfaceThe content transfers. The shortcuts don’t.
The old system’s own audit logRetained as a separate archive rather than merged — merging two audit trails would compromise both.

You see the complete manifest before a cutover date is agreed. Nothing about what did and didn’t arrive is a surprise you discover afterwards.

The team

The data is the easy part.

Records move on a schedule. People don’t. A switch fails when the front desk quietly keeps a paper workaround going, and no amount of clean migration fixes that. So training runs during the parallel period, while a mistake still costs nothing.

Front officeHalf a day

The schedule, the phone, the money conversation. They learn the three screens they’ll live in and ignore everything else until they ask for it.

ClinicalNinety minutes

Charting, notes, imaging. Deliberately the shortest session, because the clinical surface is the one that most resembles what they already do.

OwnershipOne hour

Morning clarity, the numbers, and where to look when something feels off. Also the autonomy settings — those are yours to set and nobody else’s.

The first week is slower. Plan for it.

Anyone who tells you otherwise has never done one. Muscle memory takes about a week to rebuild, and the practice will feel it. We’d suggest a lighter schedule for the first three days and no cutover in a month with a holiday in it. That advice costs us nothing and saves you a bad fortnight.

Someone is watching the same screen you are.

A specialist from our side is live with you through the first days, looking at your actual dashboard rather than waiting for a ticket. If something looks wrong, we usually see it before you have to describe it.

Days, not a training week — and the training happens while nothing is riding on it.

An hour with Natalie, who has run these →
What happens next

The same promise, pointed the other way.

Everything on this page is about how easily you can arrive. The more useful question is what happens if you ever want to leave — because that answer tells you how the arrival was really designed.

The way out

You can take it all back out. Any time. At no cost.

Your complete record, in a documented and open format, with the images still linked and the ledger history intact. The same manifest we showed you on the way in, produced on the way out. No exit fee, no retention call, no thirty‑day window that quietly expires.

We’d rather you stayed because the thing works. A company that has to trap its customers has already conceded the argument about whether it should have them.

Written into the agreementMigration from your current system is included at no charge, and the export promise is a term of the agreement, not a courtesy. Both apply for the life of the relationship and after it ends.
Three steps
01

See what’s actually in there

Vella Connect reads your system overnight, read‑only, and returns a manifest by morning: what exists, what’s complete, what’s damaged. You keep it whether or not you go any further.

Connect read‑only →
02

Run both for as long as you want

Your current system stays live and authoritative. Vella mirrors alongside it, and your team learns on real data while nothing is riding on it.

The parallel run →
03

Choose your own date

Cut over when the parallel period has convinced you, not when a contract says so. The old system stays readable afterwards for as long as you need it.

What comes across →

Start with the manifest. It costs you nothing and it’s yours to keep.

Connect read‑only tonight →
Questions

You probably have questions.

The ones we hear most, answered the way we’d answer them on a call.

Does Vella replace my PMS?

Yes. Vella OS is a full practice operating system — it replaces your PMS along with the five or six point tools bolted around it. One login, one record. Until you cut over, though, nothing replaces anything: your current system stays primary and Vella reads it.

Which systems can you migrate from?

Any of them, in principle — the parallel run and the manifest work the same way whatever you’re leaving. Vella Connect is being tested with Eaglesoft first; adapters for other systems follow as they’re ready, and we’ll tell you plainly where yours stands before you plan a date.

How long does migration take?

The first copy runs overnight and the manifest is in your hands by morning. After that the length of the parallel run is yours: a week, a month or a quarter. Cutover itself is one switch on a day you pick, not a weekend.

Is my data safe during the move?

The connection is read‑only and outbound only — nothing is written back to your system and nothing inbound is opened. A BAA is signed before a record moves, and patient data is protected the same way it is inside Vella OS. The detail is on the Security page.

What does it cost?

Nothing. Migration is on us — not discounted, not credited against your first year. We do the work and absorb the cost, because charging you to arrive would be an odd way to start.

What if I cancel?

You take everything back out, at no cost, in a documented open format with images linked and ledger history intact — the same manifest, produced on the way out. That promise is written into the agreement and survives it.

Anything we haven’t covered, ask a person.

Book an hour with Natalie and John →

Nothing is irreversible until you say a date. Start with the manifest.

Connect read‑only tonight. By morning you’ll know exactly what’s in your system — what’s complete, what’s damaged, what would come across. You keep it either way.

Connect read‑only tonightGet a plan for the tools you have
Migration at $0Both systems, as long as you likeThe way out, in writing
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