SANQO user guide
Migration, exports and leaving
Bring existing data safely, preserve context and leave with a usable handover.
1. Prepare the source
Keep a backup of your existing system and ask for its patient-demographics export. Start with CSV, or copy spreadsheet cells with their headings. Preserve the old patient reference and use unambiguous YYYY-MM-DD dates of birth.
Native XLSX workbooks, historical notes, prescriptions, scans and proprietary databases need an assisted migration assessment. A demographic import is not a complete medical-record migration. Avoid sending files through ordinary email or the pilot enquiry form.
2. Map and preview
The clinic owner opens Import & export. Download a blank CSV template or a clearly marked synthetic example, then load a CSV/TSV or paste a spreadsheet selection. Mapping and preview happen in the browser before anything is submitted.
Map the source reference, name and date of birth, with optional gender, contact number and language. Common column names are suggested; you review the mapping and explicitly select ISO, day-first or month-first source dates. Validate up to 500 patients per batch. Unmapped columns are not imported; preserve the original source for assisted reconciliation.
3. Review before committing
Review the entire source file, mapping and validated preview, then confirm your authority to migrate the clinic’s data. Existing source references and possible exact demographic duplicates stop the batch for review. Nothing is silently merged or overwritten.
The import creates clinic-scoped demographic profiles and records a batch reference. It does not create visits, grant a patient portal account, assign guardian authority or transfer clinical sharing consent. Staff must verify and connect legacy records through the appropriate workflow.
4. Validate a full transition
Compare source and destination record counts, identifiers, dates, relationships and sampled clinical content. Review allergies and medication history with clinicians, and preserve original authorship and timestamps.
Test the required clinic workflows and an exit export before deciding to retire the old system. Agree any missing module or integration explicitly rather than assuming every feature is already available.
5. Download structured records
The clinic owner can download a structured ZIP from Import & export after a fresh sign-in within 15 minutes. It contains separate CSV sheets, original structured JSON and a manifest describing coverage. CSVs are protected against spreadsheet formula execution; JSON preserves original values. When opening CSVs in Excel, import identifier columns as text to preserve leading zeros. Use the JSON records for exact system-to-system values.
The structured package covers the current clinic-owned pilot modules and their relationships. Other clinics’ records shared under separate permissions, patient-private chats, credentials, biometric templates and live video links are excluded. Large exports stop with an assisted-export instruction; they are not silently truncated.
6. Complete an exit handover
Your clinic’s data remains exportable without a proprietary software lock. CSV is the standard portable tabular format and can be opened in Excel. The team can assist with Excel workbooks and a complete handover, including original scans, audio or other files where held.
The current structured ZIP does not package original binary attachments. Review manifest.json and reconcile source-file counts with the team before calling an exit complete. Agree secure delivery, confirm that the receiving system can use the data, and document any retention or deletion request separately. Exporting is not itself a deletion request.