Switch practice software without the headache

Who switches to Baselayer.med?

• Practices moving from another practice system that want published, flat pricing and the whole practice in one place
• Practices still on paper and spreadsheets that want to go paperless, starting at the front desk
• New and growing practices that need unlimited users without per-seat costs (Practice plan)

Baselayer.med is built in South Africa for dentists, GPs, physiotherapists, biokineticists, chiropractors, psychologists, cardiac physiologists, anaesthetists and aesthetic practitioners.

How switching works

Step 1: Start your trial and set up your practice (about an hour)

Sign up with your email. On first sign-in a short guided setup asks for your practice type, name, address and logo, and sets your kiosk PIN. Encrypted cloud storage is set up automatically. Invite your team with Admin, Doctor or Staff roles.

Step 2: Export your patient list from your current system

Ask your current provider for a full patient export, ideally a CSV with names, ID or passport numbers, contact details, medical-aid details and addresses. Request it in writing as soon as you decide to move. Some providers take time to deliver exports.

Step 3: Import with AI-assisted mapping

Upload the file to patient data migration. Our AI reads your column headers and sample data and maps fields like names, phone numbers, medical-aid details and addresses automatically. Before anything is imported:

• South African ID numbers are checked for the 13-digit format
• phone numbers are checked and formatted for messaging
• placeholder values are removed and ALL CAPS text is converted to sentence case
• duplicate patients are detected and merged
• you review every record page by page, with any skipped records shown and the reason why

Then one click imports everything into your patient directory.

Step 4: Set up your forms and diary

Your profession's consent form is ready to go. Customise its wording and fields, set up appointment types and practitioners in the appointment book, and switch on online bookings if you want them. Put a tablet in kiosk mode at reception, or send forms to patients by WhatsApp or email. See digital consent forms.

Step 5: Run side by side, then go live

Keep your old system for anything you still need (for example, claims) until your notice period ends. When your team is comfortable, make Baselayer.med your system of record.

What comes across, and what to check

Tip: whatever can't come across automatically, keep the full export from your old provider stored safely. You remain responsible for your patient records under the HPCSA's record-keeping guidelines and POPIA.

Help while you switch

• A 15-minute demo to plan your move: book a call
• Guided setup inside the app on first sign-in
• Email and AI chat support, plus a help centre. We aim to reply within 24 hours on business days (Mon–Fri, 08:00–17:00 SAST)

What happens to your existing data

With your old provider:

• Request a complete export before your access ends, and check that the patient count matches what you expect.
• Check your notice period so you don't pay for two systems longer than necessary.
• Keep a secure copy of the export. HPCSA guidance says patient records should be kept for at least six years after the last treatment for adults, and longer for minors and some other cases.

With Baselayer.med:

• Your data stays yours. An owner or admin can download a full practice export (CSV tables plus all stored documents) at any time from Settings → Download Practice Data.
• Data is encrypted at rest with AES-256, and access is separated per practice.
• Our Data Processing Agreement sets out how we process and return your data.

What about medical-aid claims?

Electronic medical-aid claims in Baselayer.med are launching soon as an optional add-on. Until they're available for your practice, keep your current claims arrangement running while you move everything else across.

Pricing

• Practice: R2 499/month, unlimited users, every feature
• Solo: R899/month, up to 2 users, every feature

No setup fee. Patient data migration is included. Optional iPads are available for R6 000 once-off, or use your own. See pricing.

Before you give notice: a quick checklist

• ✓Start your Baselayer.med trial and check it fits your workflow
• ✓Find your current contract's notice period
• ✓Request a full patient export in writing
• ✓Import your patients and spot-check 20 records
• ✓Set up consent forms, appointment types and team logins
• ✓Decide how claims will run during the changeover
• ✓Pick a go-live date and tell your team

Frequently asked questions

How long does it take to switch? Setting up your practice takes a short guided session, and the import itself runs in minutes once you have your export file. The longest part is usually getting the export from your current provider, so request it early.

Is data migration included? Yes. Patient data migration is included in both the Practice and Solo plans, and there's no setup fee.

What file do I need from my current system? A CSV export of your patient list. The AI maps the columns for you, so it doesn't need a special format.

Can I keep using my old system while I try Baselayer.med? Yes. Run both side by side during your 30-day free trial. No credit card is needed to start.

Will I lose my patient records if I leave my current provider? Request and keep a full export before your access ends. With Baselayer.med, you can download a full practice export from Settings at any time.

Do you do medical-aid claims? Electronic claims are launching soon as an optional add-on. Keep your current claims process running until then.

Is there a contract? Baselayer.med is billed monthly with no setup fee. The practice owner can cancel in Settings, and access continues to the end of the month already paid.

Which professions can switch? Dentists, GPs, physiotherapists, biokineticists, chiropractors, psychologists, cardiac physiologists, anaesthetists and aesthetic practitioners. Start with Baselayer.med for dentists.

Comparing options?

Read our fair, sourced comparisons: GoodX alternative · Healthbridge alternative · GreenNotes alternative

Ready to switch?

Bring your patient list, set up your forms and see your practice running on Baselayer.med, free for 30 days.

Start your 30-day free trial · Book a 15-minute switching call