Guidelines for Practices Transitioning, Migrating, or Closing Their DocVilla Account

If your practice is transitioning, migrating to another EHR, closing down, or retiring, it is important to follow the steps below to ensure a smooth and compliant transition.

Plan for an Overlap Period

It is standard industry practice for medical practices transitioning between EHR systems to maintain an overlap period of two months.

Continue using DocVilla while onboarding your new EHR. Ideally, your goal should be to remove any dependencies on DocVilla and focus on the new EHR
Begin adding new patients and consults in the new system during this transition period
This helps prevent disruption in patient care and operations

We strongly recommend that you finalize your new system selection early and begin onboarding as soon as possible.

Export All Patient Data (Critical Step)

Please ensure that you download or export all patient data before your access ends.

You will no longer have access to DocVilla after your account is closed
Do not wait until the last day to export your data

Refer to the following guides:

How to Print Patient Portability Document in EMR How to Print Patient Portability Document in EMR
How to Export Patient Demographic Data in DocVilla EHR How to Export Patient Demographic Data in DocVilla EHR

Disable DPC / Subscription Billing

If your practice uses DPC (Direct Primary Care) or subscription billing, you must:

Cancel all active subscriptions immediately. We do not recommend having any subscriptions in DocVilla during the transition period.
Ensure no further billing occurs after your transition

How to identify active DPC patients:

Export the patient list from the Patient tab
Filter the CSV file for “DPC active” status

This will help you identify and manage all patients currently enrolled in subscription plans.

Stripe Payout Hold (Risk Mitigation)

As part of standard risk mitigation procedures:

Stripe payouts will be temporarily placed on hold
This allows time for any potential patient credit card disputes, chargebacks, refunds, or payment reversals
Funds will be released once the dispute window period has passed

Any remaining funds will be released after the risk period has expired, provided there are no outstanding issues.

Options Available for Data Export or Retention after the contract period is over

You should ideally aim to export all the data manually before your contract period is over. This is explained above in this article.
If you need DocVilla engineering to assist with custom migration work, file preparation, data transfer, or export support for your new platform, that can be scoped separately as a billable service.
If you need continued access to the records after your contract is over, one option is to move to the Bronze plan for a single provider license. Please note that the Bronze plan does not include staff licenses. This would allow one Provider to retain access to patient records and basic EHR functionality during the contract period. If needed, that plan could also be renewed for an additional term. If staff access is required, we would recommend the Silver plan instead.

Final Reminder

Export all patient data well in advance
Cancel all active subscriptions
Complete your transition within the recommended overlap period
Avoid charging patients during the transition period

Following these steps will ensure a smooth and compliant exit from DocVilla.

DocVilla Patient Records Retention

Patient records remain stored on the DocVilla platform during the active customer relationship and may continue to be retained thereafter in accordance with our internal retention practices, contractual terms, backup and archival procedures, and applicable legal or compliance requirements. Medical practices remain responsible for meeting their own record-retention obligations under applicable law.

For further assistance, please contact DocVilla Support at support@docvilla.com.