Migrating off Boulevard in 2 days
Published · Reading time: 8 min
Switching systems only looks expensive when the cutover is undefined. Here is what we import, what we rebuild by hand, and how go-live works when the team still has patients on the calendar Monday morning.
TL;DR
- Two days means Day 0 prep, Day 1 import and QA, Day 2 go-live with staff on Olvaro and Boulevard read-only.
- We import patients, future appointments, balances where exportable, memberships and gift cards with reconciliation, inventory files, and chart data that your export includes.
- Anything Boulevard does not export cleanly gets a named manual plan, not a surprise on go-live morning.
- Training is live for your team, not a video library you will never finish.
- Compare the product story on Olvaro vs Boulevard, then read the cornerstone guide if you are still evaluating vendors.
Why operators leave Boulevard
Most teams do not switch on a whim. They hit a wall when charting, marketing attribution, and front-desk workflows sit in separate tools, or when every new integration adds a line item. The goal of a migration is not drama. It is a dated cutover with balances that match and a schedule that still works Tuesday afternoon.
What "2 days" includes
Day 0 is reconciliation and file prep. You freeze config changes that would move money: new membership types, manual comp cards, off-system discounts. You run an appointment report, a gift card liability report, and a deposit report. We align on provider IDs, room names, and service codes so imports land in the right buckets.
Day 1 is import and QA. We load patients, open appointments, inventory SKUs with counts, memberships and stored value where the export supports it, and chart files or structured notes when your plan includes them. You spot-check ten charts, ten balances, and ten future visits. If something is wrong, we fix the map and rerun the slice that failed.
Day 2 is go-live. Front desk runs new bookings in Olvaro. Boulevard stays available read-only for lookup only, not new charges, until accounting signs off on the AR snapshot.
What usually imports cleanly
- Patients: demographics, flags, referral source, consent status when present in export.
- Future appointments with provider, room, service code, and deposit status when captured.
- Treatment history rows that exist as structured export, not only PDFs stuck in email.
- Memberships and gift cards when the export includes current balance and program rules can be mapped.
- Inventory on hand with SKU, lot, and location when your file includes it.
What often needs a manual plan
PDF charts without discrete fields do not magically become structured EMR rows. Photos and free-text blobs may land as attachments instead of templated SOAP. Packages that changed mid-flight might need one-by-one verification. Payroll cutover mid-period might wait until the next cycle so commissions stay audit-clean.
The night before go-live
- Confirm deposits taken after import freeze are reflected in Olvaro or documented for manual adjustment.
- Print or save a reconciliation pack: AR aging, gift card liability, membership liability, inventory valuation.
- Brief the team on read-only rules for the old system and hard stop on new charges there after cutover.
Training and your dedicated partner
We run live training for front desk and providers with your real services, rooms, and fee schedule loaded. Every practice gets a dedicated partner with a direct phone number. You are not opening ticket 44102 to ask why a deposit did not attach.
Common objections
Downtime
Expect minutes of read-only windows during import QA, not a silent clinic. Schedule heavy inject days away from cutover if you can. Most teams keep phones on Olvaro by midday Day 2.
Double charging
Run card-on-file rules through one system after cutover. Keep Boulevard POS off for new charges. If a patient pays twice, refund from the processor that captured the duplicate, then document in Olvaro.
Payroll mid-period
Either align payroll start with a pay period boundary or accept a short parallel commission worksheet for the overlap week. Your accountant picks the cleaner option; we support both if the scope is explicit.
Related reading
- How to choose medspa software in 2026→Most medspa software pitches sound the same until you ask the right questions. Here is how to separate a real platform from a stitched stack, before you sign a three-year contract.
- What an AI scribe writes→Most decks say "clinical documentation." Here is what lands in the EMR after a neurotoxin follow-up: real SOAP sections, consent lines you still sign, and unit counts that only appear if someone said them out loud.
- Calendar revenue density→Busy calendars lie. Revenue density tells you whether you are filling rooms with profit or noise. Here is the metric, the levers, and what "good" looks like at different stages.
FAQ
How do I export my data from Boulevard?
Use Boulevard’s export tools for patient lists, appointments, financial summaries, and any chart exports your plan allows. Olvaro maps those files during migration. If a dataset only exists as PDF, we treat it as an attachment migration, not structured EMR fields, and we tell you upfront.
Will my appointments still be there after the switch?
Yes when the future schedule is included in the export we import. After go-live, new bookings live in Olvaro. Boulevard remains read-only for lookup during the overlap window your team agrees to.
How much does it cost to migrate?
Migration is part of onboarding for Olvaro customers; pricing for the platform itself is quoted per practice. Ask sales for an all-in number that lists seats, locations, modules, training, and data import scope before you sign.
Can I run Boulevard and Olvaro in parallel?
Brief overlap for read-only reference is fine. Running two systems of record for new charges creates reconciliation risk. Pick a cutover moment, then stop new POS activity in Boulevard.
What happens to memberships and gift cards?
We import stored value and program membership rows when the export includes reliable balances and identifiers. Complex comp rules get a reconciliation pass with your lead admin before go-live. Liability should match your pre-migration reports within the tolerance you and finance sign off on.
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