TL;DR
Digitail handles your full data migration from DVMax with minimal effort required from your team.
All essential client, patient, medical, and appointment data is securely transferred, verified, and mapped into Digitail.
You’ll review your First Migration in a dedicated test environment to confirm everything looks accurate before launch.
A Final Data Migration updates all data and prepares your live account for a smooth, confident go-live.
General Information
Switching from DVMax to a new practice management system can feel like a big step — and that’s why Digitail handles the heavy lifting for you. Our team has perfected a smooth, guided migration process designed to make your transition as stress-free as possible.
Data migration simply means moving your clinic’s information from DVMax into Digitail. We take care of extracting your data, transforming it into Digitail’s structure, and uploading it safely into your account. Throughout the process, you’ll always know what’s happening and what to expect next.
Data Integrity
Your clinic’s data is important — and we treat it that way. During both the First Migration and the Final Migration, our team carefully transfers, checks, and verifies your information from DVMax.
We make sure everything lands in the right place inside Digitail, mapped in a way that makes your data easier to access and more useful moving forward. You’ll also have the opportunity to review your data yourself so you can feel confident before going live.
Your Time and Effort
We know you’re juggling a lot, so our goal is to keep your part of the migration as simple as possible. Once you share a few key details so we can access your DVMax backup, our specialists handle the rest — from extracting your data to preparing it for Digitail.
Your main responsibility is the final review. Before going live, you’ll validate your migrated data in a dedicated test environment to make sure everything looks right. Your approval is the final green light, giving you full confidence in your transition to Digitail.
What Data Is Brought Over from DVMax
To make your transition smooth, we migrate all the core information your team needs on day one. This includes your clients, patients, reminders, medical records, communications, and future appointments — so your workflow continues without interruption.
Converted Data from DVMax (at a glance)
You can expect the following information to be moved into Digitail:
Your full client list, including contact details, balances, and alert/note fields
All patients with demographics, identifiers, flags, and medical details
Medical records / SOAPs, mapped into Digitail’s structure where possible
Reminders, preventative care items, and client communications
Attachments (if provided from DVMax in extractable formats)
Future appointments so your schedule stays intact
Staff users, so you can update roles and schedules during onboarding
Converted Data Entities from DVMax
# | Entity | Details Included |
1 | Staff | Name, email address |
2 | Clients | Name, email address, phone numbers, address, credit, outstanding balance, client alerts and all free-text fields (as Client Notes), referral info, first/last visit, phone times, alternative contacts, site code, file number, reminder preferences, comments, memos, balances, credits |
3 | Co-Owners | Name, phone number |
4 | Patients | Name, birthdate, species, breed, gender, reproductive status, microchip, rabies tag number, colour, weight, insurance number, alerts, free-text fields, visit history, doctor name, insurance details, licensing, reminders, referrals, stable code, x-ray information, major problems, comments (all mapped as Patient Notes) |
5 | Preventative Care | Protocol name, item name |
6 | Reminders | Administration date, due date |
7 | Client Communication | Communication logs and notes |
8 | Medical Records / SOAPs | Provider name, visit type, date, subjective/objective notes, diagnoses, recommendations, diagnostics (notes), treatment items (notes), quantity (notes) |
9 | Appointments | Historical and future appointments |
Getting Your Data from the Current Provider
Your current provider (DVMax) is responsible for generating your full data backup. But even if you haven’t received it directly, don’t worry — our team will help retrieve it for you.
To get started, we’ll need a few simple details so we can securely access a Windows machine connected to the DVMax network:
Install AnyDesk and share the following:
AnyDesk Computer Address (9–10 digits)
AnyDesk Password
Computer/PC Password (if applicable)
DVMax Administrator password
💡 Please keep the computer and AnyDesk running during extraction so we can complete the backup without interruption.
Once we have access, our specialists will:
Perform the export directly from DVMax
Download your data into our secure AWS cloud storage
Begin preparing your information for the First Migration
Step-by-Step Data Migration Process
⭐ Timeline Overview
First Migration → Data Validation → Final Data Migration → Final Migration (Go-Live)
1. First Migration
This is your first look at Digitail with your clinic’s real data.
Our team extracts your DVMax data, cleans it, and maps it into Digitail’s structure.
We upload everything into a test environment — a safe space for you to explore your data without affecting Pet Parents.
Reminders and communications are turned off so nothing is sent externally.
On your live account, we only import your staff users so you can update roles, schedules, and preferences during onboarding.
2. Data Validation
This is your opportunity to confirm accuracy and make sure everything feels right.
Review the data in your test environment or join a validation call with your onboarding specialist.
Check 3–5 patients to confirm details appear correctly.
Share any inconsistencies and upload screenshots as needed.
💡 This step must be completed at least 4 weeks before go-live so we have time to finalize everything.
3. Final Data Migration
This is where everything comes together.
We retrieve a fresh DVMax backup.
All changes made since the First Migration are included.
Your validation feedback is applied carefully and thoroughly.
By this point, your team knows exactly where everything appears in Digitail — ensuring nothing feels unfamiliar on launch day.
4. Final Migration (Go-Live)
Your Digitail account becomes fully active with your complete, up-to-date data.
You can expect:
All appointments linked to the correct users
All attachments imported (when provided in export)
All reminders enabled so Pet Parents continue receiving timely notifications
Your data is ready and waiting for you on day one, allowing you to start using Digitail immediately and confidently.