Choosing practice software
What does a South African practice need to switch practice management software?
Five things: a written export of your patient records, medical aid details, appointment history and outstanding balances from your current provider; your tariff and fee structure; your note templates; your practice and practitioner numbers; and a two-to-four-week window where both systems run in parallel so nothing is lost mid-claim. With HeroMed our team does the migration and the setup, and claiming is configured as part of onboarding rather than arranged separately.
Written by the HeroMed team · Last reviewed 21 September 2026
A practical order of work:
- Ask your current provider, in writing, for your data and the export format. Do this first — it is usually the longest step and you are entitled to your own data.
- Agree a cut-over date away from month end. Claim submissions and statements cluster there.
- Get the reference data in place: tariffs, procedure and ICD-10 favourites, practitioner and practice numbers, medical scheme list.
- Bring across the history you actually need: patient demographics and medical aid details, appointment history, clinical history and outstanding balances.
- Run both systems in parallel for two to four weeks, submitting new work from the new system and closing out old claims in the old one.
- Train reception before the clinicians. The front desk carries the change.
Under POPIA, keep the old system's access controlled until you have confirmed the migration is complete, then decommission it deliberately rather than leaving it open.