iMedDoc Data Migration AWS UK: How to Extract Your Records

Where is your iMedDoc practice data hosted?

iMedDoc's FAQ states that practice data is hosted on Amazon Web Services (AWS) in the UK. For a private consultant practicing in Dublin, Cork, Galway, or Limerick, this means your patient databases and clinical correspondence reside outside the European Union. While UK hosting was standard for legacy systems prior to Brexit, the current regulatory landscape has prompted many Irish clinical teams to review where their patient databases are stored.

For a busy urology practice operating across multiple private sites such as the Beacon Hospital, Blackrock Clinic, or Hermitage Clinic, your database contains highly sensitive clinical information. This includes historical prostate-specific antigen (PSA) trends, transperineal prostate biopsy histopathology, urodynamic studies, and flexible cystoscopy reports. Knowing exactly where this data is stored is the first step when planning an export of your clinical records or considering switching from imeddoc.

The contract and notice hurdles when switching systems

To terminate your current setup, you must navigate the specific terms of your subscription agreement. According to iMedDoc's pricing page, the software is provided on an initial 12-month contract that auto-renews unless cancelled in advance. If you do not provide formal notice within your specific renewal window, you may be committed to another full year of licensing fees per clinician.

For a multi-consultant practice, these licensing costs accumulate quickly. iMedDoc publishes UK prices only, listing Solo at £79 and Pro at £99 per clinician per month (excluding VAT), while asking Irish practices to contact sales for local pricing. Additionally, iMedDoc's FAQ notes that migrating from another system takes four to six weeks, meaning you must align your notice period with your extraction timeline to avoid a gap in system access.

Before initiating an imeddoc data migration, your administrative team should complete the following timeline checklist:

• Locate the original contract: Identify the exact start date and the notice period required to prevent automatic renewal.
• Submit written notice: Send a formal cancellation letter to the vendor to ensure your contract does not auto-renew.
• Establish the extraction date: Confirm the exact date your active access will be restricted so you can schedule the data extraction beforehand.
• Plan for transition downtime: Allow a minimum of four to six weeks to extract, verify, and import your records into your new database.

How to extract clinical records from AWS UK

Extracting clinical records from AWS UK requires requesting a complete database backup from the vendor, as direct server access is not available to practices. The export must contain both structured data—such as patient demographics, appointment histories, and billing records—and unstructured files, including PDF referral letters, scanned clinical notes, and diagnostic images.

When requesting your data, you must ensure that the relationships between tables remain intact. For example, a urologist needs to verify that historical PSA values remain linked to the correct patient ID, and that transperineal prostate biopsy reports are not detached from the clinical timeline. Similarly, if your rooms manage radiology referrals through integrations like xWave Refer (which is live at St Vincent's Private Hospital), those referral records and reports must be preserved in the export.

Use the following table to verify that your administrative team receives all necessary components during an imeddoc data migration:

Data Type	Required Format	Clinical Importance
Demographics	CSV or XML	Patient matching, contact details, and insurer details (Vhi Healthcare, Laya Healthcare, Irish Life Health, Level Health).
Clinical Notes	SQL Backup or CSV	Consultation histories, flexible cystoscopy findings, and treatment plans.
Attachments	PDF/JPG files	External lab results, radiology scans, and signed digital consent forms.
Financial Records	CSV	Historical invoices, receipts, and outstanding balances.

Transitioning your database to Irish-hosted secure storage

Once your data is extracted from the UK-based servers, the next step is securely importing it into a modern, EU-hosted practice management platform. Transitioning your database requires verifying the file integrity of the SQL backup and securely transferring the documents to a server located within the EU, such as AWS Dublin (eu-west-1).

When planning this transition, it is helpful to evaluate how your new system handles daily clinical workflows. If you are exploring alternative platforms, reviewing a detailed comparison of Ask Brigid and iMedDoc can help you understand how data structures align.

For example, modern platforms like Brigid host all data in AWS Dublin, keeping your records entirely within the European Union. While legacy systems often require manual letter typing or external dictation services, Brigid supports consult dictation in the patient record to get a transcript for the clinician to review. Additionally, where enabled for the clinic, Brigid can prepare a draft note or letter from the consultation transcript or existing note for the clinician to check, edit, and sign. Dictation and clinic-enabled note assistance are separate workflows, ensuring clinicians retain full control over documentation.

Before finalizing your transition, ensure you have a secure local copy of your extracted files. Never delete your legacy database until you have fully verified that every patient record, scan, and billing history has been successfully imported and mapped in your new system.

To begin planning your transition, review your current contract renewal date and request a sample data export from your current provider to verify file formats.

Ask Brigid is looking for a small number of founding consultant practices. Request early access and we will reply with current availability and the next step.