Switching to Nimbus
Change systems without losing the thread.
Switching EHRs is a big decision for a provider agency. Your records, your staff’s habits, and your billing all have to make it across. We plan the move with you so the first clock-in in Nimbus is the start of a clean record.
A typical story
Most agencies know what happened. Proving it quickly is the hard part.
A familiar pattern (an illustration, not a specific customer): an agency running a day program and in-home supports has systems that technically cover everything. But EVV lives in one tool, notes in another, medication records on paper in the home, and training in a spreadsheet. When a reviewer asks for a week of records for one person, a program director spends days reconstructing it.
Moving to Nimbus puts the shift, the arrival, the note, and the correction in the same record, written at the moment it happens. The next request is a search, not a project.
The plan
How a switch to Nimbus works
Step 1: Discovery and data inventory
We meet with operations, compliance, and billing to map your programs, services, sites, and payers, and to list exactly what lives in your current system: individuals, staff, authorizations, schedules, notes, medication records, and training history.
Step 2: Configure Nimbus around your programs
Services, sites, roles, schedules, and documentation are set up to match how you actually operate, before anyone logs in. Role-based access is defined up front so DSPs see the field app and admins see the rest.
Step 3: Bring your data over
Active individuals, staff, and authorizations are imported so the first schedule can be built in Nimbus. We agree in writing which historical records come across and how the rest stay available for your retention requirements.
Step 4: Train staff with the built-in LMS
DSPs learn the field app in short modules they can finish on shift. Admins and managers learn scheduling, review, and reporting. Training completion is tracked in Nimbus from day one.
Step 5: Go live on a planned date
Pick a cutover date that fits your billing cycle. On go-live day, the first clock-in is the first record, and your team has a direct line to us.
Step 6: Settle in
We check in after the first weeks, review open questions, and tune templates, schedules, and reports with you.
What to have ready
You don’t need everything on day one. These make discovery faster.
- A list of programs, sites, and the services you bill
- Your payers and how claims are submitted today
- An export (or sample) of individuals, staff, and authorizations from your current system
- Current note templates and medication record formats
- Your training requirements and where completion is tracked now
- Your contract end date with your current vendor
Questions agencies ask before switching
We use another EHR today. Can you move us over?
Yes, that is what this page is about. Whether you are coming from an established IDD platform such as Therap, Lauris Online, or MediSked, from a general-purpose system, or from paper and spreadsheets, the process starts with an inventory of what you have and what you need to keep.
What happens to our historical records?
We agree on this before anything moves. Active data needed to operate is imported; for older records, we will plan with you how they are brought over or kept accessible so you meet your retention and audit obligations.
Will billing be interrupted?
Cutover is planned around your billing cycle so claims for services before go-live and after go-live each have a clear home. Billing in Nimbus runs through Stedi.
How much time will our staff need for training?
The field app is built for DSPs on their feet, and training happens in the Nimbus LMS in short modules. Admin training is scheduled with your managers. We will scope the plan with you during discovery.
How long does a switch take?
It depends on how many programs, sites, and records you have and how much history you want to bring. We will give you a timeline after discovery rather than a number on a website.
Planning a switch?
Book a demo and bring your current workflow. We will show you what it looks like in Nimbus and what moving would involve.