Switching EMRs | Free Data Migration to Hero EMR

Q: Which EMRs can Hero migrate from?

CharmHealth is Hero's most mature importer and the example on this page. For other systems Hero starts from the vendor's export, reviews what it contains, and confirms the import scope with you before you commit.

Bring your whole practice with you. Migration is free.

Most EMR migrations hand you a folder of PDFs and call it done. Hero rebuilds your charts as living records: medications you can renew, problems you can track, insurance you can verify, questionnaires you can trend. Every paid plan includes a one-time migration at no charge.

Read-only capture. Your current EMR is never modified.

What comes with you

Each of these arrives as its own Hero record type, not as a scanned page.

Patients and demographics

Medications, active and historical

Problem list with ICD-10

Allergies

Vitals timeline

Insurance and eligibility history

Notes with version history

Documents, images and signatures

Completed questionnaires, scored

Emergency contacts

Preferred pharmacies

Encounter history

Scope depends on what your source system exposes. We confirm it with you before anything is imported.

Most migrations keep the paper and lose the structure.

A typical vendor export flattens years of careful charting into one document per patient. The words survive. The medication list you could renew from, the problem you could track, the insurance you could verify, do not.

The flattened chartYour old EMR's export is a printout. Refills, care gaps, eligibility and questionnaire trends all restart from zero, and someone on your staff re-types the rest.

The matched chartHero maps each source surface to the Hero record it belongs in. Day one in Hero looks like year five, and the source documents are still there if you ever want to check.

How Hero migrates

Capture. Match. Extract.

Three tools, built for real practices moving real charts. Below is how they handled a CharmHealth migration, our most mature importer.

Capture, without touching your old EMR

Hero takes a read-only capture of every chart surface your source system exposes: the lists, the notes, the cards, the attachments. Nothing is edited, moved or deleted on the other side, and you keep working in it until go-live.

Every captured artifact is archived and checksummed before anything is built from it, so the import can be re-run, audited, or rolled back against the exact same source.

Read-only: your current EMR is never modified
Archived source, so the import is repeatable
Records move through a secure channel, never by email

The source is only ever read. The archive is what Hero builds from.

Match every field to the record it belongs in

Hero's matcher understands what each surface in the source means, not just what it says. A Charm medication row becomes a Hero medication with its dates and status. An insurance card becomes a policy with its eligibility history. A signed note becomes a note, with its earlier versions kept.

Anything Hero cannot place with confidence is held for review rather than guessed, and the original is filed to the chart so nothing is lost either way.

Native record types, not free-text imports
Dates, statuses and codes carried across
Uncertain items held for review, never invented

Seven of the surfaces from a Charm chart and where each lands in Hero.

Extract the structure that was never in a field

Some of the most valuable history in a chart was never structured to begin with: a PHQ-9 typed into a note, an intake form scanned as an image, a medication list pasted as text. A flat migration carries these as pictures. Hero reads them.

Our questionnaire scoring tool recognizes standard instruments wherever the answers live and turns them into scored, dated responses, so the trend line a patient built over three years is waiting for you on day one. The same approach lifts identifiers off insurance card images and medications out of pasted lists.

Standard instruments scored and trended (PHQ-9, GAD-7 and more)
Cards, scans and pasted text become fields
The original stays attached for reference

Answers typed into a note become a scored result with the full trend behind it.

A migration you can verify, not just trust

Rehearsed first

Every import runs as a dry run that reports exactly what it would create, chart by chart, before a single record is written.

Reconciled per chart

Record counts are compared against the source for each patient, and charts are spot-checked side by side in both systems.

Nothing thrown away

The original documents are filed to the chart next to the structured records. If a question ever comes up, the source is one click away.

Your old EMR untouched

Capture is read-only. You keep full access to your current system until the go-live date you choose.

Know the cost before you move: $0

Migration included with every paid plan

$0 one-time data migration

Dedicated support and a free one-time data migration come with the Payments & Billing plan. We confirm the import scope for your source system with you before you commit.

Read the full pricing and FAQs

How the paid plan is priced

One $200 monthly organization floor against collections fees: 2.5% of insurance collections plus 1% of cash, card and self-pay collections through Hero. You pay the greater of the fee or the floor, never both.

The floor is discounted while you set up and steps up once you start seeing patients in Hero. Additional billable providers beyond the first are $200/month each. Phone services and third-party costs are separate. The free EMR tier is for new practices without migration.

Questions practices ask us

Is the migration really free?

Yes. Every paid Hero plan includes one data migration at no charge, along with dedicated support. The free first-provider tier is for new practices that have no existing records to move.

Which EMRs can Hero migrate from?

CharmHealth is our most mature importer and the example on this page. For other systems we start from the vendor's export, review what it contains, and confirm the import scope with you before you commit.

Will my records arrive as PDFs or as structured data?

Structured data wherever the source has it. Medications, problems, allergies, vitals, insurance, eligibility history, notes, documents, emergency contacts, pharmacies and completed questionnaires are matched to their native Hero record types. Source documents are kept alongside the structured records, so nothing is discarded.

What happens to my current EMR during the migration?

Nothing. Hero's capture is read-only, so your existing system is never modified, and you keep using it until your agreed go-live date.

How do I know the migration is correct?

Every import is rehearsed as a dry run before it is applied, record counts are reconciled per chart, and charts are spot-checked side by side in both systems before go-live.

What should I prepare for the first conversation?

Bring your current EMR name, specialty, provider count, approximate patient count, target date and the main problem you want the switch to solve. Identify who can request exports from your current vendor. Please keep patient records out of the initial inquiry; records move later through a secure channel.