Switch from Cliniko without a messy cutover
Cliniko is a capable practice system. If you are leaving it, the usual worry is not “is Pulse nicer” — it is whether diaries, notes and invoices survive the move, and whether the team can work on Monday morning.
Pulse Health is UK physiotherapy practice management software. We migrate Cliniko clinics as part of onboarding. There is no separate migration fee.
How migration works
1. Discovery call
We learn about your current system, data structure, and clinic workflows. No obligation, no pressure.
2. Data extraction
We handle the export from your existing system — Cliniko, Jane, WriteUpp, spreadsheets, or anything else.
3. Import & configuration
Patient records, appointment history, templates, and forms are imported and configured in Pulse.
4. Team training & go-live
We walk your team through the platform, answer questions, and stay on hand for your first week live.
What we actually import from Cliniko
Cliniko exports map into Pulse for the records clinics care about. You can connect via Cliniko API (API key + region/shard, including uk1) or upload Cliniko CSV/Excel. Most clinics use file export plus a guided import.
| Data | What comes across | Notes |
|---|---|---|
| Patients | Name, email, mobile, date of birth, sex/gender, address, postcode, medical alerts, patient notes, Cliniko patient ID | We keep the Cliniko ID so notes and invoices can link to the right person. |
| Appointments | Date, start/end, treatment type, practitioner, status | Future diary and history. Rooms/locations may need a quick map to Pulse sites. |
| Treatment notes | Title, body, practitioner, date | Structured SOAP in the export is split into S/O/A/P where we can parse it. Free-text notes import as a single clinical body — not a pixel-perfect Cliniko template. |
| Invoices | Number, issue date, totals, VAT/tax, discount, status, amount paid, outstanding balance, practitioner | Line-item layout will not always match Cliniko’s invoice screen. Credits and “other allocations” are not mapped 1:1. |
| Practitioners | Name, email, role | Staff then set passwords and permissions in Pulse. We do not copy Cliniko logins. |
Exercise programmes can be rebuilt in Pulse (built-in library as an add-on, or Physitrack if you already use it). That is configuration, not a Cliniko “exercise CSV” dump.
What does not move automatically
Be precise with your team so nobody expects a magic clone of Cliniko.
Files, photos, PDFs and attachments
Attachments on Cliniko records are not in the standard patient/appointment/notes/invoice importer. Plan a file export or a short “scan into Pulse” pass for anything you still need on the record.
Cliniko note templates as templates
Note content imports. You will set up Pulse templates (SOAP, MSK, your own) during onboarding — that is usually better than cloning old field names.
Online booking widget, reminder wording, and letterhead
Rebuilt in Pulse (branding, SMS/email templates, portal).
Stripe / card details
Patients are not re-charged. You connect Pulse to Stripe (clinic Connect account) and send new payment links from Pulse.
Healthcode / PMI credentials
Pulse has its own Healthcode settings (API submit and CSV export). We configure that on go-live; we do not inherit a Cliniko Healthcode plugin.
Third-party apps
Mailchimp, Physitrack and similar reconnect in Pulse settings. Pulse also has Physitrack and Mailchimp integrations.
If something is clinically essential and not in the table above, say so on the discovery call. We would rather flag a gap than pretend it imports.
How the Cliniko move works
Discovery call (no obligation)
Current Cliniko setup: sites, practitioners, PMI vs private mix, note templates, who owns the diary. You get a written plan, not a sales script.
Export
You (or we, with a Cliniko API key) export patients, appointments, notes and invoices. Keep Cliniko Patient ID in every file — that is how notes and invoices attach to the right person.
Import and check
We load into a Pulse clinic, spot-check a sample of patients (demographics, last note, open invoice, next appointment), then fix mapping issues before anyone books on Pulse.
Configure the clinic
Locations, working hours, appointment types, note templates, intake forms, Stripe, reminders, patient portal. Optional: AI Clinical Scribe, exercise library, CRM, Healthcode.
Train and go live
A walkthrough with the people who actually use the diary. We stay available for the first week. Typical pattern: data in Pulse within a few days; team live in about 1–2 weeks, depending on sites and how much template work you want done for you.
The “48 hours” figure on older Pulse pages referred to a straightforward Cliniko data load, not every workflow rebuilt overnight. Multi-site clinics with heavy PMI take longer. We will say so on the call.
Run Cliniko and Pulse in parallel
Recommended. Do not switch the public booking link on day one.
- Import history and freeze a cutover date.
- Reception books new appointments in Pulse from that date; Cliniko stays read-only for old notes if you need it.
- Keep Cliniko until you have written a week of notes and taken a week of payments in Pulse.
- Then point the website / Google booking widget at Pulse and cancel Cliniko when you are ready.
You can cancel Pulse anytime (no long contract). Data remains available for export for 30 days after cancellation.
We also migrate from other systems
Already using clinic software? We handle the migration at no extra cost. Data-load times below are typical for a straightforward import — go-live is usually 1–2 weeks.
Cliniko
Patients, appointments, invoices, notes. Go-live typically 1–2 weeks.
Jane App
Patient records, scheduling, billing data
WriteUpp
Full clinic data, templates, documents
Pabau
Patient data, forms, treatment records
Spreadsheets / CSV
Patient list, contact details, history
Paper records
Manual data entry with verification
What is included (no extra migration fee)
Core Pulse plans: Solo is 100% free for 6 months (unlimited appointments), then £19/month, VAT excluded. Migration is included. Optional add-ons (AI Scribe, exercise library, CRM, AI Voice) are priced on the pricing page — they are not bundled into the base fee unless you are on Enterprise.
UK hosting
Pulse stores clinic data in the UK (Fly.io London, lhr). Cliniko also offers a UK region (uk1). The difference is product design: Pulse is a UK physio PMS with Healthcode, PMI-style claims workflows, ICO registration, and London-only production hosting as a requirement — not an Australian product with a UK shard.
Next step
Book a call. Bring a rough practitioner count and whether you bill Bupa/AXA via Healthcode. We will tell you what will import cleanly and what we will rebuild.