Moving your clinic's data feels like the riskiest thing you could do. Here is exactly how we make it the safest — and what we have already moved.
Most practice-management vendors will tell you migration is possible. We can tell you what we moved, from which systems, and what the reconciliation showed afterwards. Every figure below is counted from the migration ledger — the record of what actually landed — not estimated from an export file.
Migrated. Complete August 2026. A CQC-registered private hospital: 5,586 patients, 42,121 appointments, 23,159 payments, 51,531 clinical documents and 91,844 clinical photographs, with the VAT on 22,657 invoices reconciling to the penny.
How switching from Pabau works →Migrated. Complete August 2026. A multi-site surgical group: 35,161 patients, 187,963 appointments, 50,301 invoices and 182,928 documents totalling 133 GB — plus 38,230 questionnaire responses and 218 custom clinical fields most migrations leave behind.
How switching from Clinic Office works →Migrated in under 24 hours. A full clinic CRM: 18,960 leads, reconciled into 11,182 new enquirers and 7,945 people the clinic already held — so their enquiry history joined their clinical record instead of creating a duplicate.
How switching from Salesforce works →Using something else? We have moved data out of spreadsheets, paper files and in-house databases too. Tell us what you're on and we'll tell you honestly what will and won't come across.
The totals from every clinic we have moved onto Velastria, from Pabau, Clinic Office and Salesforce. Each one is counted from the migration ledger after the import finished and reconciled against the source — not estimated, and not read off a log line.
Patient records
Appointments, with their practitioners, types and statuses
Documents and clinical photographs
CRM leads, with their source and attribution
Invoices, imported as history rather than as debt
Payments
Questionnaire responses, rebuilt as reportable forms
Patients contacted in error, on any of it
Two of those migrations ran on live production systems with their automations switched on, and the third completed overnight in under 24 hours. None of them required a clinic to stop working while it happened.
When you import years of history into a live system, every automation in that system suddenly has a great deal of new material to act on. Booking confirmations. Review requests. Balance reminders chasing invoices that were settled in 2019. The classic migration disaster is not lost data — it is thousands of patients receiving messages about appointments that happened years ago.
We treat that as the hard rule of every migration: no patient receives any communication about any aspect of an import, ever. Not suppressed at the moment of writing and hoped for afterwards — made structurally impossible, so that a scheduled job written next year still cannot reach imported records. Across every migration we have run, on live production systems carrying real automations, the count of patient communications generated by an import is zero.
It is scoped and quoted per clinic, because the work genuinely differs: which system you're leaving, how much history you're bringing, and how much of your clinical detail sits in custom fields rather than standard ones. You see the quote before you commit to anything, and it is invoiced separately from your subscription.
Your Velastria subscription starts only after your signed-off cutover, so you are never paying two monthly subscriptions at once. Migration is quoted as a one-off before you start, so you know the full cost of switching up front rather than discovering it halfway through. If you're still mid-contract, we plan your switch date around your renewal and reserve your migration slot.
No. You keep working in your current system until your switch date, and it stays available read-only afterwards while your history imports. There is never a day without a working record.
We tell you before cutover, in the migration report, never after. Whatever your current system will release, we will map; whatever it won't, you'll know exactly what it is while you can still act on it.
We do. It's done for you and reviewed by the founder; you validate your own data against your read-only account as it imports. You are never handed a spreadsheet template and asked to fill it in.
You cancel inside your 30 free days and you leave with everything. We give you a complete export of every record your clinic created in Velastria during the trial, free, in open formats, so you can take it back to your old system. That is the point of the free trial: a switch you can walk back out of is not a risk.
Tell us what you're running now and what's driving you mad about it. We'll show you Velastria on a live screen-share, and if you want, on a sample of your own data.
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