Your optometry software migration checklist

Use this checklist to make the switching scope concrete before choosing a date. Assign an owner and an acceptance check to every step.

Download the printable checklist

Jelo timing: Typically 5–7 days after migration planning is complete, subject to export readiness, data scope, payer enrollment and team training. A longer planning project can precede this implementation window.

1. Define the scope and owners

  • Name a clinical lead, optical lead, billing lead and migration contact.
  • List locations, providers, staff roles, required devices, labs and payers.
  • Review current contracts, renewal dates, export access and retention obligations.

2. Agree on the records

  • List demographics, appointments, prescriptions, charts, documents, products and inventory separately.
  • Identify open orders, balances and records that must remain in an archive.
  • Confirm the export format, date range and import limits in writing.

3. Validate a sample

  • Check a representative set of de-identified sample records with the implementation team.
  • Reconcile counts and review clinical context, identifiers, prescriptions and inventory.
  • Document exceptions and the owner responsible for resolving each one.

4. Configure and train

  • Configure locations, staff permissions, appointment types, templates and optical pricing.
  • Complete payer, prescribing, lab and payment setup where required.
  • Walk through an exam, optical sale, payment and billing example with each staff role.

5. Confirm the cutover

  • Agree on a final export, change freeze and go-live window.
  • Confirm access to historical records and a plan for unresolved exceptions.
  • Name the support contact and the person who can pause the cutover if validation fails.

6. Reconcile after go-live

  • Review appointments, chart access, open orders, balances and stock counts.
  • Track questions and defects in one list with an owner and due date.
  • End old-system access only after contractual, retention and reconciliation needs are met.

Keep patient records in your approved secure transfer process. The checklist does not require uploading patient information to a demo form.

Read the six-week planning guide · Review cloud deployment

Review your migration scope