Our six-phase implementation playbook, from the day you sign through go-live and the weeks after. You'll see typical timelines, what we handle, what your team handles, and the hypercare model that keeps the first 30 days low-risk. Save as PDF (⌘P / Ctrl+P) for your procurement committee.
Document version: 2026-05-14 · Latest version always at medicarehis.com/onboarding
| Facility profile | Typical duration | Notes |
|---|---|---|
| Clinic (Starter, 1–4 clinicians, <20 beds) | 2–4 weeks | Self-serve heavy; we support remotely |
| Private hospital (Hospital, 20–100 beds) | 4–8 weeks | Founder on-site for go-live week |
| Private hospital (Hospital, 100–250 beds) | 8–12 weeks | Phased department roll-out |
| CHAG / mission hospital | 8–12 weeks | Procurement-committee touchpoints add time |
| Teaching hospital | 12–20 weeks | Per-department training; broader staff base |
| Enterprise / Group (multi-site) | Phased: 8 weeks first site, +4 weeks per additional site | Per-site lead at each location |
What we do: Project kickoff meeting with your clinical, IT and finance leads. Identify project sponsor + day-to-day project manager on your side. Establish weekly status meeting cadence. Provision your tenant at yourhospital.medicarehis.com.
What you do: Nominate a project manager (typically your operations or IT lead — needs ~10 hours/week during onboarding). Provide list of departments, ward layout, bed count, clinical roles and current payer mix. Confirm decision-making authority.
Output: Signed project plan with dates for each subsequent phase. Tenant URL live.
What we do: Configure your tenant — branding (logo, colours, login screen), ward catalog with bed numbers, ED zones, formulary (we have a Ghana baseline formulary; we adapt for your inventory), insurance payers (NHIS + your specific private payers), user roles, sign-off rules for controlled substances.
What you do: Provide each configuration input (ward list, formulary, payer accounts, etc.). Decide on role assignments. Identify your two-person sign-off witnesses for controlled substances.
Output: Fully configured tenant. Test users created. Workflow walkthrough recorded.
What we do: Define migration scope with you (patient demographics, historical visits, drug catalog, lab catalog, outstanding claims, billing balances). Build the migration script per your source format. Run dry-runs against test data. Validate counts and integrity against your existing system. Execute the final migration in a maintenance window.
What you do: Export source data in agreed format. Validate sample records (~50 patients) post-migration before approving cutover. Identify gold-source authority for conflicts.
Output: Historical data accessible in MediCare HIS, count-validated against source. Migration report committed to audit chain.
What we do: 2 admin train-the-trainer sessions (60–90 min each). 1 session per clinical department (60 min). 1 session for billing/finance staff (90 min). All sessions recorded for new-hire reference. Take-home cheat sheets per role.
What you do: Free up staff time for the sessions. Identify your "champion users" per department who become internal experts. Print and distribute role-specific cheat sheets.
Output: Trained staff at every level. Champion users identified.
What we do: Founder on-site (for Hospital tier; remote for Starter) for the cutover day. Stand-by for issues hour-by-hour during the first 48 hours. Pair with your champion users at each department station for the first day. Daily standup with leadership for the first week.
What you do: Announce cutover to staff 7 days ahead with the support pattern (where to ask questions). Plan reduced clinic load for the first 48 hours (typical: 50% of normal). Have your champion users available to support their colleagues.
Output: All wards operating in MediCare HIS. Paper backup procedures documented for the unlikely event of system unavailability.
What we do: Daily standup tapering to weekly. Triage and fix any issues that emerge under real load. Workflow adjustments based on what we learn the first few weeks. End-of-phase business review with your leadership.
What you do: Surface every issue, no matter how small — the first 30 days are when we tune. Champion users feed back from the floor. Leadership reviews initial KPI snapshots.
Output: Stable, productive system. Issue rate down to BAU. Transition from hypercare to standard support model.
"Hypercare" is the elevated support intensity during and after go-live. Specifically:
We use a "double-entry validation" pattern: import to a staging tenant, compare counts and sample records against the source, get your sign-off, then execute final migration in a maintenance window. Every migration writes a manifest to the tamper-evident audit chain so you have durable evidence of what was migrated, by whom, and when.
Migration FROM the following is documented and well-supported: Excel registers, Access databases, GHIMS / LHIMS exports, OpenMRS, Bahmni, custom MySQL/PostgreSQL setups with documented schemas. Migration from proprietary systems without exports requires a scoped reverse-engineering project (paid).
| Role | Provided by | Time commitment |
|---|---|---|
| Implementation lead | Founder (Stage 1) / Implementation engineer (Stage 2+) | Full-time during phases 2–5 |
| Clinical Safety Officer review | Our CSO function | Async per phase + cutover sign-off |
| Project manager (your side) | Customer — usually ops or IT lead | 10 hours/week during phases 1–6 |
| Project sponsor (your side) | Customer — usually CEO/MD or Medical Director | 1 hour/week — weekly status; decisions on escalations |
| Department champions | Customer — one per department | 5 hours/week during phases 4–6; ongoing as internal expert |
| IT support (network, hardware) | Customer — for on-prem / per-hospital server | Variable — hardware setup phase 1; minimal afterwards |
Reversibility: Full data export is one click at any time, in standard formats (CSV, FHIR Bundle where applicable). If during onboarding the fit isn't right, your data exports cleanly to whatever system you switch to. We don't hold your data hostage.
Companion documents: Procurement evidence pack · Brochure · Security whitepaper · Deployment architecture · Compliance roadmap · SLA · Support
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