If you’re thinking about how to switch from OMS Vision but worried about losing patient data, disrupting your practice, or creating chaos for your team, you’re not alone. This is the number one concern I hear from oral surgery practices when they’re considering new software. And honestly? It’s a completely reasonable fear.

Your practice management system holds everything. Years of patient records. Treatment histories. Financial data. Referral relationships. Imaging files. Clinical notes. The thought of all that information potentially getting lost or corrupted during a transition is terrifying. I get it.

But here’s what I want you to know right up front: when done properly, switching practice management software doesn’t mean losing anything. Not your data. Not your momentum. Not your sanity. Modern data migration processes are sophisticated, tested, and surprisingly safe when you work with vendors who know what they’re doing.

The practices that have the worst experiences switching software are usually the ones who either tried to do it themselves without proper support, or who worked with vendors that didn’t have solid migration processes. The practices that have smooth transitions? They followed a clear process, asked the right questions upfront, and had realistic expectations about what the transition would involve.

Let me walk you through exactly how this works, what you should expect, and how to make sure nothing gets lost when you switch from OMS Vision.

Why Practices Wait Too Long to Make the Switch

Before we get into the how, let me talk about the why for just a minute. Because understanding why practices hesitate helps explain why the fear is often bigger than the reality.

Most oral surgery practices that are unhappy with OMS Vision have been unhappy for a while. Maybe years. They’ve been dealing with limitations, working around problems, and watching their staff get increasingly frustrated with outdated workflows.

But they don’t switch because the fear of transition feels bigger than the pain of staying put. Better the devil you know, right?

Here’s what that actually costs you though. Every month you stay on software that doesn’t serve your practice well, you’re losing money through inefficiencies. You’re frustrating your team. You’re potentially providing a less smooth patient experience. You’re operating at less than your full potential.

The transition period to new software might involve 4-8 weeks of some disruption and learning. But then you’re done. You’re operating on a better platform that makes your practice more efficient going forward. Compare that to staying on inadequate software for another year or two or five because you’re afraid of the switch. When you do the math, the temporary discomfort of switching is almost always worth it.

I’m not saying this to pressure you. I’m saying it because I’ve talked to dozens of practices post-transition who all say some version of “I wish we’d done this sooner.” The fear beforehand was bigger than the reality of actually doing it.

What Actually Happens During Data Migration

Okay, let’s get specific. When you switch from OMS Vision to a new practice management system, what actually happens to your data?

The process typically works like this:

First, your new software vendor will do a comprehensive assessment of what data you have in OMS Vision. Patient demographics, treatment histories, financial records, clinical notes, imaging references, referring doctor information, all of it. They map out exactly what needs to be transferred.

Second, they’ll run test migrations. This is crucial. They don’t just do one migration on go-live day and hope it works. They do trial runs with your actual data, identify any issues, fix them, and verify that everything is transferring correctly.

Third, they’ll work with you on timing. Most practices do the final data migration over a weekend or during a slower period. You close on Friday running on OMS Vision. The migration happens Friday night through Sunday. You open Monday morning on the new system.

Fourth, there’s typically an overlap period where you still have read-only access to OMS Vision for reference while you’re getting comfortable with the new system. This gives everyone peace of mind. If someone needs to look up something from an old record, they can still access it in the old system while the new system is becoming the primary tool.

The actual technical migration is handled by the vendor’s implementation team. These are people who’ve done this dozens or hundreds of times. They know OMS Vision’s data structure. They know how to extract information cleanly and import it into the new system accurately.

What gets migrated? Pretty much everything:

Patient demographic information (names, addresses, contact info, insurance details). Appointment history and future scheduled appointments. Financial records including payment history, outstanding balances, and insurance claims. Clinical notes and treatment plans. Referral source information and relationships. Most practices also migrate their imaging, though this sometimes requires linking to your existing imaging system rather than physically moving every image file.

What typically doesn’t migrate perfectly? Custom reports or workflows you’ve built in OMS Vision. These usually need to be recreated in the new system, though often the new system has better tools for this anyway. Highly customized templates or forms may need to be rebuilt, though again, modern systems often have better templating tools.

The point is: your core data, the stuff that really matters, transfers completely and accurately when the process is done right.

Addressing the Specific Fears

Let me tackle the most common specific concerns I hear:

“What if patient data gets corrupted or lost?”

Reputable vendors maintain multiple backups throughout the migration process. Your data in OMS Vision isn’t deleted or touched. They’re copying it, not moving it. Even after go-live, you maintain access to the old system for a transition period. The risk of actually losing data is extremely low when working with experienced vendors who follow proper protocols.

“What if we discover problems after we’ve already switched?”

This is why test migrations and verification steps are so important. Good vendors will have you review sample patient records after test migrations to confirm everything looks correct. You’re not going live blind. That said, if something is discovered post-go-live, it can usually be corrected. Most implementation agreements include post-launch support specifically for this reason.

“What about our referring doctors and established workflows?”

Your referring doctors won’t notice the switch if it’s done well. Their patient gets seen, they get their report, everything continues as normal from their perspective. Your internal workflows will change (hopefully for the better), but external relationships remain intact. In fact, many practices find that switching to better software improves their referral relationships because communication and reporting become easier.

“How do we handle the transition without disrupting patient care?”

Careful planning. Most practices do go-live on a Monday after a weekend migration. The first few days might be a bit slower as staff adjusts, but patient care continues. Some practices schedule lighter days for the first week post-transition. Others make sure they have extra support staff available. But patients are still seen, procedures still happen, care continues. It’s not like your practice shuts down during the transition.

“What if our team can’t learn the new system?”

This is more about training than migration, but it’s a real concern. The answer is proper training before go-live and solid support after. Your team should get hands-on training with the new system before you switch. They should have access to help resources and support when they need it post-launch. And honestly, if the new system is actually better designed than OMS Vision, most team members pick it up faster than you’d expect because it’s more intuitive.

The Migration Process Step by Step

Let me give you a realistic timeline and process for how a well-managed switch from OMS Vision actually works:

Week 1-2: Discovery and planning. The new vendor assesses your OMS Vision setup, discusses your specific needs and concerns, and creates a migration plan. You establish a go-live date.

Week 3-4: First test migration. They pull a copy of your data and do a trial migration into the test environment. You review the results and flag any issues.

Week 5-6: Second test migration incorporating fixes. You verify that previous issues are resolved. Your team starts training on the new system using test data.

Week 7: Final preparations. Data is frozen at a specific point for the final migration. Last-minute training happens. Support resources are confirmed.

Week 8: Go-live weekend. Friday evening, the final data migration happens with all current data through that day. Saturday and Sunday, the vendor’s team verifies everything transferred correctly. Any issues are addressed.

Monday morning: You’re live on the new system. Support staff is on standby. Your team is nervous but trained and ready.

Week 9-10: Adjustment period. Staff gets comfortable with new workflows. Minor issues get resolved. You still have OMS Vision available in read-only mode for reference.

Week 11-12: Normal operations. Most team members are comfortable with the new system. You’re seeing the benefits of better software.

This is a fairly typical timeline. Some migrations are faster, some are more complex and take longer. But this gives you a realistic sense of what to expect.

The key is that there’s no one moment where everything is at risk. It’s a staged process with multiple safety checks and backup plans.

What Makes a Migration Go Smoothly vs. Poorly

I’ve seen this process go really well and I’ve seen it go badly. Let me tell you what makes the difference:

Good migrations have:

• Dedicated implementation team from the vendor who are experienced specifically with OMS Vision migrations
• Multiple test migrations before go-live
• Clear communication and project management throughout
• Comprehensive training for all staff who’ll use the system
• Strong support immediately post-launch when questions and issues arise
• Realistic timeline that doesn’t rush critical steps
• Clear data validation checkpoints where you verify accuracy

Bad migrations have:

• Rushed timelines that skip test migrations
• Vendors who don’t really understand OMS Vision’s data structure
• Inadequate training leaving staff to figure things out themselves
• Poor support post-launch when issues come up
• Unclear expectations about what will and won’t transfer perfectly
• No contingency plans if problems arise

The pattern here is pretty clear. The practices that have smooth transitions are the ones that plan properly, work with experienced vendors, don’t rush, and invest in training and support.

The practices that have problems usually tried to do it too fast, too cheap, or with vendors who didn’t have solid processes.

The Security and Compliance Piece

Let me touch on something that’s probably in the back of your mind. When you switch from OMS Vision, what happens from a security and compliance standpoint?

Modern cloud-based practice management systems are generally more secure than server-based systems like OMS Vision, not less. Professional cloud providers have security teams, regular audits, encryption, redundant backups across multiple locations, and all the infrastructure that individual practices can’t realistically maintain on their own.

During migration, data is transferred through secure encrypted channels. Your data is never exposed or vulnerable. Reputable vendors take HIPAA compliance seriously and have processes specifically designed to maintain security and privacy throughout the transition.

In fact, many practices find that moving to a modern cloud platform actually improves their security posture because they’re no longer responsible for maintaining servers, managing backups, and implementing security patches. That’s all handled by the software provider who has dedicated resources for it.

If security and compliance are major concerns for you (and they should be), these are questions to ask potential vendors during evaluation. You want to understand their security practices, their compliance certifications, and their specific protocols for protecting data during migration.

How to Choose the Right Migration Partner

Not all software vendors are equally good at managing migrations from OMS Vision. Here’s what to look for:

Do they have specific experience with OMS Vision? You want a vendor who’s done this before, not one where you’re the guinea pig.

Can they show you examples or references from other practices that have migrated from OMS Vision? Talk to those practices. Ask about their experience.

What’s their actual process? They should be able to walk you through step-by-step what will happen, not give you vague assurances.

What happens if something goes wrong? What’s their contingency plan? How quickly can issues be resolved?

What kind of training and support do they provide? Just software isn’t enough. You need implementation help.

What does the timeline look like? Be skeptical of anyone who says this can be done in a week. Proper migrations take time.

What’s included in the implementation cost versus what costs extra? Some vendors nickel-and-dime for training, support, and data migration. Others include it all in one package.

Ask hard questions. Push for specifics. The vendors who have solid processes will be able to give you detailed answers. The ones who don’t will give you generic reassurances that should make you nervous.

What Life Looks Like After the Switch from OMS Vision

Let me paint you a picture of what practices typically experience 3-6 months after they’ve successfully migrated from OMS Vision:

Their team is comfortable with the new system. The learning curve is behind them. People aren’t missing OMS Vision.

They’re seeing operational improvements. Better scheduling, easier patient communication, more efficient workflows. The things that attracted them to new software in the first place are now their daily reality.

They’ve stopped worrying about their old data. Everything they need is accessible in the new system. They rarely need to reference OMS Vision anymore.

They’re often discovering capabilities they didn’t even know they needed. Modern software does things that weren’t possible in OMS Vision, and practices start taking advantage of those features.

The initial fear and stress of the transition feels like it was overblown. Not that it was easy, but it wasn’t the disaster they worried it might be.

They wish they’d done it sooner. This is the most common sentiment I hear from practices post-migration. The transition period was manageable and the benefits on the other side are real and ongoing.

This doesn’t mean everything is perfect. There might be minor annoyances or features they wish worked differently. But overall, they’re operating on better technology and their practice is functioning more efficiently.

FAQ

How long should we expect our team to feel uncomfortable with new software after we switch from OMS Vision?

Most staff members reach basic comfort with daily tasks within 2-3 weeks post-go-live. That means they can schedule patients, access records, and do their core job functions without constant help. Full proficiency with all features typically takes 2-3 months. But here’s the thing: “uncomfortable” usually peaks in the first week and drops off quickly after that. By week 3 or 4, most team members aren’t feeling uncomfortable anymore, they’re just still learning. The practices that have the smoothest adjustment periods are the ones that did thorough training before go-live and have good ongoing support available when questions come up.

What happens if we discover that some old patient data didn’t transfer correctly months after we’ve switched?

This is actually pretty rare when migrations are done properly with multiple verification steps. But if it happens, you usually have a few options. First, you likely still have access to OMS Vision (most practices keep it around in read-only mode for at least a year post-migration) so you can reference the original data. Second, reputable vendors will work with you to correct data issues even months post-launch, especially if it’s something that affected multiple records. Third, for individual patient records with issues, you can often manually update or add information from the old system. It’s not ideal, but it’s fixable. This is why working with vendors who stand behind their migration process matters.

Can we switch back to OMS Vision if the new system doesn’t work out?

Technically yes, practically it’s complicated. Most practices maintain their OMS Vision data and could theoretically revert to using it, though you’d lose any new data entered in the new system after the switch. But here’s the reality: I’ve never actually seen a practice switch back after a properly done migration. The transition might be rough for a few weeks, but once you’re through it and operating on better software, going backwards doesn’t make sense. The scenario where you’d want to switch back is usually one where the migration went really badly, the new software doesn’t do what you need, or the vendor isn’t providing proper support. These problems should become apparent during evaluation and test migrations before you fully commit.

Does switching systems affect our ability to submit insurance claims for old procedures or follow up on outstanding claims?

No, not if the migration is done properly. Your claims history and outstanding receivables should transfer over. You can continue following up on old claims through the new system. Some practices do find it helpful to have OMS Vision accessible during the transition period specifically for insurance follow-up on very old claims, but this is more about convenience than necessity. The bigger consideration is making sure your new system integrates properly with your clearinghouse and insurance verification services going forward. That should be confirmed during implementation.

How do we handle the switch if we have multiple locations?

Multi-location practices can do this a couple ways. Some prefer to switch all locations at once to maintain consistency. Others prefer a staged rollout where they do one location first, work out any kinks, then roll out to other locations. There are pros and cons to each approach. All-at-once is faster and means everyone’s on the same system immediately, but it’s more risky and demanding on your implementation team. Staged rollout reduces risk and lets you learn from the first location, but means you’re operating on different systems for a while which creates its own challenges. Most multi-location practices do staged rollout unless they’re small enough that simultaneous migration is manageable.

What if some of our team members are really resistant to changing from OMS Vision?

This is as much a change management issue as a technical one. Some resistance is normal. People get comfortable with familiar systems even when those systems aren’t great. The way to handle this is to involve resistant team members in the evaluation and decision process early. Let them see why the change is happening and what benefits it’ll bring for them specifically. During training, pay extra attention to helping them feel competent with the new system. Often, the most resistant people become advocates once they see the new system actually makes their job easier. But you do need to be firm that the switch is happening and everyone needs to get on board. Practices that let a few resistant people derail the transition or continue using workarounds end up with poor results. Leadership needs to make it clear this is the path forward.

Making Your Decision

Look, deciding to switch from OMS Vision is a big decision. I’m not going to minimize that. There’s cost involved. There’s time involved. There’s disruption involved. Those are all real considerations.

But what’s also real is the cost of not switching. The ongoing inefficiency. The frustrated staff. The limitations you’re working around every day. The revenue opportunities you’re missing. The modern capabilities you don’t have access to.

Most practices that are seriously considering switching are already past the point where staying makes sense. They’re just scared of the transition. And again, that’s completely understandable.

What I want you to take away from this is that the transition is manageable. It’s been done thousands of times. There are proven processes. Your data doesn’t get lost. Your practice doesn’t fall apart. You come out the other side operating on better technology.

The key is working with vendors who have solid migration experience, following a proper process, planning adequately, training thoroughly, and having realistic expectations about what the transition involves.

If you’re still on OMS Vision because you’re genuinely happy with it and it meets all your needs, great. Keep using it.

But if you’re staying because you’re afraid of switching, that’s not a good enough reason. Not when better options exist and the path to get there is proven and safe.

Get a demo and see how this can support your practice. Talk to vendors about their specific migration process from OMS Vision. Ask for references from practices that have made the switch. Get detailed answers to your concerns about data migration, training, and support.

Then make your decision based on actual information about what’s involved, not fear of the unknown. You might decide the timing isn’t right or your current system is actually fine. Or you might discover that switching is much more feasible than you thought and you’re ready to move forward.

Either way, at least you’ll know what you’re actually dealing with instead of letting fear make the decision for you.