Migrating your data
When a clinic moves to wawa, we migrate its data from the previous EMR and any other clinic systems, so patients, treatment history and cryostorage are in wawa from day one. Every migration is validated by your own team, one area at a time, before you go live.
How a migration runs
A migration is a series of loads: a full extract of your data, rehearsal loads that your team validates, and a final top-up of anything that changed just before cutover. There is a clear, agreed moment when your clinic switches over.
If you plan to keep using another system next to wawa, that is an integration rather than a migration; see, for example, Accuro EMR.
What is migrated
Data is migrated in bundles, each validated by the person at your clinic who knows that area best. The exact scope is agreed with you before migration starts.
| Bundle | Typically includes |
|---|---|
| Patient demographics and relationships | Patients, partners, donors and external donors, contact details, identifiers, addresses, allergies |
| Laboratory results | Historical lab orders and results |
| Cycles, embryology and cryostorage | Treatment cycles; embryo creation, grading and lineage; frozen samples with locations, status, history and reservations |
| Donors | Donor profiles and donor–recipient traceability |
| Consents and documents | Consent forms and patient documents, as files |
| Calendar and appointments | Future (and optionally past) appointments, rooms and resources |
| Pharmacy and medication | Medications, medication plans and administrations |
| Notes and letters | Clinical notes and letters, where they can be mapped (optional) |
| Financial data | Outstanding balances. Full financial transaction history is not migrated. |
Two paths
| Path | When | How |
|---|---|---|
| A: one legacy system | Your data lives in a single EMR | Source system → wawa's canonical data model → wawa |
| B: several systems | Your data is spread across several systems | Systems are consolidated and de-duplicated first, then migrated. Scoped and timed per clinic. |
Everything passes through wawa's canonical data model, a standard representation of fertility clinic data. Every source field is accounted for (mapped, or excluded for a recorded reason), and record counts are reconciled from source to wawa, so nothing is lost silently.
The process
| Stage | What happens | Who |
|---|---|---|
| 1. Discovery | You complete our data questionnaire; we agree scope, sources and a sign-off owner. | Clinic, with wawa |
| 2. Access and first extract | You provide the data (see Preparing your data); we take a first full extract. | Clinic IT, wawa |
| 3. Mapping and checks | We map your data, run automated validation and reconcile counts. You get a reconciliation report. | wawa |
| 4. Onboarding | Your team gets access to wawa and configures the account while the data is prepared. | Clinic |
| 5. Bundle validation | For each bundle, your bundle lead reviews the migrated data in wawa against your records, raises issues in the platform, and we fix and reload. This repeats until the lead is satisfied. | Clinic bundle leads, wawa |
| 6. Bundle sign-off | Your bundle lead marks the bundle complete. We never sign off on your behalf. | Clinic |
| 7. Cutover | Once every bundle is signed off: an agreed freeze, a final top-up extract, and go-live. | Clinic, wawa |
Cryostorage and donor–recipient traceability get extra scrutiny: a deeper manual reconciliation on our side before your team sees them, and stricter matching.
Patients are not contacted during migration. Invitations, reminders and other patient communication stay switched off for migrated records until cutover.
Security
- Your data stays in your wawa region, in private, encrypted storage accessible only to wawa.
- We use read-only access to your systems, and short-lived, upload-only links when you send us files.
- Nothing is installed on your network, and credentials are exchanged through 1Password or another secure channel you agree with us, never by email.
- See the Trust Center for our security and compliance documentation.