Switching to AlayaCare? The data migration is the hard part.
Most home care agencies we talk to don't struggle with the AlayaCare platform itself — they struggle with getting their data into it. Legacy clinical platforms (ClearCare, MatrixCare, Axxess, homegrown Access databases, a folder of Excel files) all have their own export quirks, missing fields, and peculiar data shapes. AlayaCare's DIT (Data Import Tool) expects a specific format, and the gap between "what your legacy system exports" and "what AlayaCare DIT wants" is where months of project delays hide.
We've done AlayaCare migrations from dozens of source systems. The process is the same every time because the pattern is what makes it predictable.
Unlike generic ERP migrations, AlayaCare migrations have to respect clinical workflow integrity — care plans, visit history, credentials, authorizations, and billing all have to tie back to the right people and payers. Getting the structure right matters as much as getting the data right.
Our 8-phase AlayaCare migration method.
Every AlayaCare migration we run follows the same 8 phases. Predictability is what keeps projects on schedule — not clever tricks.
The phases.
Source systems we've migrated from.
- ClearCare — full client, caregiver, visit, and billing history
- MatrixCare — clinical documentation, care plans, authorizations
- Axxess — operational and financial history
- Kinnser — home health and hospice data
- HomeCare HomeBase — rare but we've done it
- Legacy Access databases — custom homegrown tools built by retired IT admins
- Excel / CSV dumps — for agencies that never had a real system to begin with
Frequently asked questions.
Small (1 branch, <500 active clients): 4-6 weeks. Mid-size (multi-branch, 500-2000 clients, clinical history): 8-12 weeks. Enterprise (nationwide, 5000+ clients, multi-system consolidation): 3-6 months.
No — usually we recommend moving active clients + the last 12-24 months of visit history, and archiving the rest. AlayaCare's import time scales with data volume, and most agencies don't need 10 years of old visits searchable in the new system.
Both are migrated with explicit care. Authorizations carry their remaining hours and expiration dates; open billing carries its status, payer, and outstanding balance so you can continue collection without a reset.
Yes. Many of our migration engagements expand into broader AlayaCare implementation support — configuration, training, integration, and change management. See our Solutions for AlayaCare page.