How implementation works
Timelines, data migration, training, go-live, and what happens if you want to leave. Back to all FAQs
How long does implementation take?
Typical timelines:
- Solo practice: 1-2 weeks from contract signing to go-live
- Small groups (2-5 providers): 2-4 weeks
- Mid-size practices (6-20 providers): 4-6 weeks
- Large practices / multi-location: 6-8 weeks
- Hospitals / health systems: 8-12 weeks (more workflows, more integrations, more training)
This includes data migration, staff training, payer enrollment, and a structured go-live week with on-call support.
Will you migrate my existing patient data?
Yes — data migration is included with onboarding. We migrate patients, insurance plans, scheduled appointments, encounter history, problem lists, allergies, medications, immunizations, lab results, imaging reports, and outstanding accounts receivable. Format matters: structured exports (FHIR, CCDA, HL7) are easiest; PDF-only exports require more work.
We'll do a data assessment with your current vendor early in the process to set realistic expectations.
How is staff training handled?
Training is role-based and included: providers learn charting + e-prescribing + AI scribe usage, billers learn claims management + payment posting + denial workflow, front desk learns scheduling + check-in + insurance verification, admins learn org configuration + reporting. Sessions are live (recorded) plus self-serve videos for ongoing reference.
What happens during the go-live week?
The first week of live use is supported by a dedicated go-live engineer who is on-call during your business hours. We pre-load that day's schedule, validate first-day claim submissions in real time, and triage any workflow questions immediately. Most practices are functioning normally within 2-3 days.
Can we run XEHR in parallel with our old system before fully cutting over?
Yes — we recommend a parallel period for billing-heavy practices. Common pattern: clinical workflows cut over on day one (provider charting), while billing runs in parallel for 2-4 weeks so any payer issues with the new system surface before old AR is fully closed out.
Do you handle payer enrollment for electronic claims?
Partial. XEHR has a built-in clearinghouse connected to US payers, which handles most payer enrollments automatically (commercial payers, BCBS, UnitedHealthcare, Aetna, Cigna). For payers that require submitter-specific enrollment forms (some Medicaid plans, smaller regional payers), we provide the forms and walk you through submission. Typical enrollment completion: 2-3 weeks alongside implementation.
What if we want to switch back or leave?
You own your data, period. At any time you can export: clinical records as a FHIR R4 bundle (industry-standard, importable to any modern EHR), billing data as CSV/Excel, documents as PDFs in their original folders. There is no exit fee. We'll provide a structured export package within 30 days of cancellation.
Want a custom implementation plan?
Email sales@xehr.io with your practice size + current system and we\'ll send a tailored timeline.
