Key takeaways

  • Your internet connection becomes critical infrastructure: plan for a backup connection.
  • Confirm where data is hosted, how you can export it, and what backups the vendor provides.
  • Check integrations such as dictation, secure messaging and imaging before migration day.

Internet first

With cloud software, no internet means no appointment book. Check your connection's speed and reliability, and add a failover connection such as 4G/5G so reception can keep working if the primary line drops.

Data and security questions for the vendor

  • Where is patient data hosted, and is it stored in Australia?
  • What backups does the vendor keep, for how long, and how do you request a restore?
  • Can you export your data if you change providers?
  • Is multi-factor authentication available, and can it be enforced?
  • What audit logs can the practice access?

Integrations and devices

List everything that connects to your current system: dictation, secure messaging, pathology and imaging results, payment terminals, scanners and label printers. Confirm each one works with the new platform, and test them before go-live. Check browser and device requirements for every consult room.

Migration day

  1. Agree a cut-over date in a quieter period.
  2. Take a full backup of the existing system first.
  3. Verify migrated records with spot checks across clinicians.
  4. Update your downtime plan: the failure points have changed.

Common questions

Is cloud clinical software more secure?

It can be, because the vendor manages servers and patching. Your practice still needs multi-factor authentication, secure devices, good passwords and staff training.

Do we still need backups with cloud software?

Check what the vendor provides and how restores work. You will still need backups of anything kept locally, such as scanned documents and other systems.

Reviewed by Graham Graieg and Dane, Triad Networking Services. Graham and Dane look after IT, phones and security for Triad's medical and business clients across South East Queensland. Meet the team.

Sources

  1. RACGP, Information security in general practice (PDF)

General information only, current as of 6 October 2026. It isn't legal or compliance advice for your specific situation.