Exporting Data from iMedDoc: A Guide to Contract Notice
Planning on exporting data from imeddoc? Learn how its 12-month auto-renewing contract notice period works and how to request your clinical records.
Researched and written by Ask Brigid's AI pipeline and published automatically — not individually reviewed by a person. Useful as a starting point; check clinical, legal and regulatory details against a primary source before relying on them.
For private consultants in Ireland
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Understanding Your iMedDoc 12-Month Contract Terms
By the end of this guide, you will be able to review your current software agreement, calculate your cancellation window, request a complete copy of your patient records, and transition your private practice without administrative disruption. Migrating your clinic records requires a clear understanding of your legal and technical starting point.
Who does this: The Consultant (as the practice owner and contract signatory).
According to iMedDoc's published pricing terms, the standard contract is an initial 12-month agreement that auto-renews unless cancelled in advance. While UK pricing is published transparently (Solo at £79 and Pro at £99 per clinician per month, excluding VAT), practices operating in Ireland are required to contact sales directly for local pricing. Regardless of your specific regional rate, the underlying contractual structure remains bound to this 12-month commitment cycle.
A common mistake is assuming that once the first year of service has concluded, the agreement transitions to a rolling monthly arrangement. In practice, the contract auto-renews for a subsequent full term. If you miss the specific window to prevent this renewal, you may remain contractually liable for the subscription fees of the upcoming year, even if you stop using the software active in your clinic.
How to Check Your Auto-Renewal and Cancellation Notice
Who does this: The Medical Secretary or Practice Manager, with final sign-off from the Consultant.
To successfully exit the agreement without financial penalties, you must calculate your exact notice date. This requires locating your original signed service agreement or your initial onboarding documentation to find the "Go-Live" or billing commencement date. Understanding the imeddoc contract notice requirements is the only way to prevent an automatic rollover.
Use the following checklist to verify your position and prepare your documentation:
- Locate the contract: Find the original agreement or the latest renewal invoice to identify your annual renewal date.
- Verify the notice window: Check the terms to confirm how many days in advance of the renewal date you must submit written cancellation (typically 30 to 90 days).
- Draft the formal notification: Prepare a written statement on your practice letterhead. Your formal imeddoc contract notice should be sent via registered post or a verified email address to ensure you have proof of receipt.
- Request confirmation: Explicitly ask for written confirmation of the contract termination date and the final billing cycle.
A common mistake during this phase is relying on verbal agreements or phone calls with account managers. Always insist on written confirmation of your cancellation date to protect your practice from unexpected automated renewals.
Requesting Your Patient Data Export From AWS UK
Who does this: The Consultant (acting as the Data Controller under Irish data protection laws).
As the Data Controller, you retain legal ownership of your patients' medical records. According to iMedDoc's frequently asked questions, practice data is hosted on Amazon Web Services (AWS) in the UK. When preparing for exporting data from imeddoc, the consultant must issue a formal request to Lanas Healthcare Technologies (the parent company under Clanwilliam Group) to release this data.
Your data request must be explicit. You are not simply asking to close your account; you are requiring a complete, unencrypted export of all clinical and administrative data associated with your practice. This includes patient demographics, medical histories, consultation notes, scanned referral letters, and clinical images. Inform the vendor of the secure transfer method your practice will use to receive these files, such as a secure, encrypted download link or a physical encrypted drive.
What File Formats to Expect From Your iMedDoc Export
Who does this: The Secretary (to verify file integrity) and the incoming software vendor (to map the data structure).
The technical realities of exporting data from imeddoc involve handling two distinct categories of data: structured tabular data and unstructured clinical documents. Understanding how these files are delivered is essential for planning a successful import into your new system.
The table below outlines the standard format differences between your legacy system export and the requirements of a modern cloud-based platform:
| Data Category | Legacy Export Format (AWS UK) | Modern Target Format (AWS Dublin) | Verification Step Required |
|---|---|---|---|
| Patient Demographics | SQL database backup or CSV files | Standardised CSV or JSON | Check for matching PPS numbers and contact details. |
| Clinical & SOAP Notes | Structured relational database tables | Mapped chronological timeline | Confirm notes align with correct patient IDs. |
| Letters & Attachments | Separated PDF/TIFF files in nested folders | Linked document storage | Verify file paths in the database match the actual PDF file names. |
| Billing & Invoices | Historical ledger tables | Imported ledger or archived PDF invoices | Reconcile outstanding balances before migration. |
A common mistake is accepting a data export without verifying that the document file paths match the database records. If the links between your patients' names and their historical letters are broken during the export, your incoming vendor will struggle to map the files correctly, leaving your secretary to manually link thousands of PDFs.
Planning the 4 to 6 Week Migration Timeline
Who does this: The Consultant and the Secretary, coordinating with the incoming technical team.
According to iMedDoc's migration documentation, moving data from another system into their platform typically takes four to six weeks. When reversing this process to transition away, you should allow for an identical timeline to ensure thorough data validation and staff training. A structured timeline for exporting data from imeddoc ensures you never lose track of active patient files or pending insurer claims.
A typical six-week transition schedule should follow this structure:
- Week 1 (Contractual Notice): Submit your formal written cancellation. Begin comparing the best practice management software in Ireland to select your new platform.
- Week 2 (System Audit): Run a cleanup of your current database. Identify duplicate patient profiles and ensure all outstanding clinical letters are signed off.
- Week 3 (Test Export): Request a "test backup" from the legacy vendor. Provide this sample to your new software provider to run a trial import and check for mapping errors.
- Week 4 (Staff Training): Train your administrative staff on the new system's scheduling, dictation, and billing workflows while continuing to run your daily clinics on the old system.
- Week 5 (The Cut-Off): Run a final "delta backup" containing only the data created since the test export. Inputting new data into the old system should cease at a designated time.
- Week 6 (Go-Live): Complete the final import, verify the record counts, and begin operating fully on your new platform.
Setting Up Your New Practice Management System
Who does this: The Consultant, Secretary, and the onboarding team of your new provider.
Once you have secured your data export, the focus shifts to preparing your new environment. Modern consultant practices in Ireland are increasingly choosing platforms hosted within the European Union. For example, the practice management platform Brigid hosts all patient data securely on AWS in Dublin (eu-west-1), ensuring your clinical records remain within Irish jurisdiction.
During setup, you will need to configure your clinical templates and patient communication pathways. To give patients more control over their admin, the companion patient app MyBrigid allows patients to complete intake forms, book appointments, and view their letters on their phone, which reduces the manual entry burden on your secretary during the system switch. This patient-first approach ensures that basic administrative tasks are handled before the patient ever arrives at your rooms.
When migrating, pay close attention to how your clinical notes are structured. If you are a urologist managing prostate cancer pathways or active surveillance lists, your historical PSA results and biopsy records must map into chronological fields that are easy to scan during a busy clinic. Before signing off on the migration, verify that your historical letters and PDF attachments have imported correctly and are linked to the right patient profiles.
A common mistake is neglecting to verify the security credentials of your new vendor's storage. Before transferring any patient files, consultants should perform due diligence by verifying secure medical data storage locations and ensuring a comprehensive Data Processing Agreement (DPA) is in place.
Ensuring Administrative Continuity During the Transition
Who does this: The Medical Secretary, managing daily clinic operations.
Your transition must not disrupt patient care. If you run high-volume lists—such as flexible cystoscopy clinics, transperineal prostate biopsies, or urodynamics sessions—your secretary must have access to active waiting lists and clinic schedules throughout the migration period.
Keep in mind that certain integrations will change. For example, iMedDoc integrates with Healthcode for UK-based EDI billing, and they announced a partnership with MedoSync in July 2026 to introduce Irish claims integration from autumn 2026 (Source: iMedDoc MedoSync Announcement). If you are moving to a platform without these specific built-in integrations, your staff will need to use each insurer's normal manual channels (such as the online portals for Vhi Healthcare, Laya Healthcare, Irish Life Health, and Level Health) or your existing approved billing routes to submit claims and track pre-authorisations.
Similarly, because direct HealthLink integrations may not be immediately active on your new platform, your clinic should continue using its existing approved correspondence routes to dispatch referral letters and discharge summaries without delay.
To maintain administrative continuity, establish a regular review schedule during the first 90 days post-migration:
- Daily: Verify that all new patient intakes completed via the patient app are matching correctly with your clinic diary.
- Weekly: Reconcile payments received via secure card links against your outstanding invoice ledger.
- Monthly: Run a database audit to ensure no duplicate records have been created and that all uploaded clinical documents are correctly filed.
By maintaining a disciplined timeline and verifying every stage of your data transfer, you can safely transition your private practice to a modern, locally hosted platform without risking patient data or clinical downtime.
To begin preparing your practice transition, locate your original software agreement today and calculate your exact renewal date to determine your cancellation notice window.
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