Migrating from AdvancedMD

Short answer

For planning, we usually estimate around one business day per practice for the Medi cutover once exports and payer-enrollment inputs are ready, with one timing constraint most per-practice migrations skip: AdvancedMD's annual subscription fees are non-cancelable during the term, so the clock starts at your renewal date, not the day you decide to move. The export AdvancedMD hands over at exit is real but built around a practice model. Patient demographics, transaction history, clinical records, and scanned documents export through documented channels. Open-claim working state, in-flight appeals, the Waystar enrollment ties established in the 2025 clearinghouse migration, and per-payer EDI agreements do not. The approach that holds revenue is a forward-only Medi cutover with legacy A/R closeout running in AdvancedMD, timed to the renewal boundary. Billing companies on AdvancedMD's Central Billing Office carry one more variable: each client practice may hold its own contract term, and those terms may not renew in the same month.

Estimate around a day per practice, plus your contract renewal date

As a working estimate, the Medi cutover is often around one business day per practice once the AdvancedMD export, provider identifiers, payer inventory, and user access map are ready. Payer enrollment and legacy A/R closeout can take longer, but those are parallel workstreams around the cutover rather than the duration of the Medi migration itself. Practices lose trailing A/R when aged claims lack an owner, not because the new system comes online quickly.

AdvancedMD adds a timing layer most per-practice migrations skip. Its published Terms of Service state that fees are non-cancelable during the subscription term. A billing company on an annual contract that moves in month four still owes the remaining eight months of platform fees, whether or not the practice has cutover. BBB complaint records document continued $429 per-provider charges running months after a cancellation request, plus settlement demands for early-exit buyouts. The renewal date is the constraint that decides when migration makes financial sense.

Two terms are non-negotiable in any outgoing AdvancedMD arrangement:

The outgoing agreement covers every claim with a date of service before cutover for at least 60 days, with weekly aging reconciliation and monthly performance reporting to the billing company.

The billing company keeps documented access to AdvancedMD claim history and transaction records during and after the transition, either through continued read-only access or through a verified data export requested before termination.

The second clause matters more than most billing companies expect. BBB records document a case where a practice paid full price for an extended read-only subscription just to keep access to its own patient records after requesting closure. AdvancedMD offers export options, but the bulk formats need developer assistance, and fees for custom work beyond the self-service exports are quoted on request. Complete and verify the export before the account closes, not after.

Medi publishes its migration pricing. Migration is free with a 12-month commitment. Month-to-month, it is a one-time $100 per client practice, capped at $3,000 total no matter how many practices you bring. Data export from Medi is always free in standard formats, and there is no early-termination fee. The only commitment is the annual term; the data is never locked in.

What AdvancedMD actually exports

AdvancedMD's data export and retrieval services provide several documented paths. On the self-service route, the options are:

Patient Transaction Reports and Patient Visit Summary Reports export as CSV through the Practice Management reporting module. They cover demographics, charges, payments, adjustments, visit details, diagnoses, procedures, and billing information.

The Practice Management bulk export produces a Microsoft Access database file through Utilities > Data Export, with demographics, transactions, appointment data, charges, payments, and write-offs. You pick which data categories to include at export time.

The EHR Data Portability Export produces a C-CDA XML file covering the USCDIv1 clinical data set: allergies, medications, problems, procedures, results, immunizations, clinical notes, and related documentation.

The EHR bulk data export captures all clinical records, including messages, prescriptions, lab results, and Word Merge templates. It delivers as a SQL Server database backup (.bak) and needs developer assistance to restore in SQL Server Management Studio. Scanned documents and images export as a date-organized folder structure, also requiring developer assistance.

Several things sit outside the self-service exports and outside any migration tier in AdvancedMD's published guidance. Claim-level A/R aging history does not carry into a new system through the standard export, so the practical move is to work the A/R down within AdvancedMD rather than import it into Medi. Open-claim working state (follow-up notes, denial investigation threads, in-process appeal documentation) is not a structured export field. Per-payer billing rules, auto-posting thresholds, and scrub rule customizations do not move through any export. Those are configuration, not data, and they get re-implemented on the new system.

Billing companies in the AdvancedMD partner program have to confirm one thing separately: what happens to CBO-level configuration. The cross-practice permission structure, the user role assignments across client databases, and the payer-level rules set at the billing-company level rather than the practice level do not appear in the standard PM data package.

Migration planning checklist

EDI enrollment is the long pole

Payer enrollment sets the cutover date, not data migration. CMS Electronic Billing and EDI Transactions guidance and most payer enrollment portals describe a process of several weeks per payer at minimum, with wide variance by payer type and state.

AdvancedMD's clearinghouse has historically connected to Optum's EDI infrastructure, and in 2025 AdvancedMD launched a migration to Waystar as a preferred clearinghouse partner. Early adopters reported good results, but for billing companies leaving AdvancedMD, the effect is that some payer enrollments set up through the legacy Optum connection may not have been fully re-established through Waystar before exit. A practice that moved to Waystar within AdvancedMD in 2025 and then to a new platform can land in an unclear enrollment state: the Optum agreement is gone, the Waystar agreement was recent, and neither carries to Stedi.

Medi routes claim submission through Stedi, handling 837 professional and institutional submissions, 835 ERA receipt, 270/271 eligibility, 276/277 claim status, and 277CA claim acknowledgments. Stedi payer connections are not configurable per billing company. Stedi is the connection, and enrollment at Stedi is the enrollment that counts. Start that work the day the contract is signed.

A few AdvancedMD-specific enrollment realities to plan for:

AdvancedMD's Claim Inspector scrubbing is coupled to its clearinghouse. When the clearinghouse changes, the scrub rules applied to your submissions change with it. Claims that passed Claim Inspector against AdvancedMD's preferred clearinghouse can return different scrub results through Stedi's editing layer, so expect a calibration period in the first two to four weeks of production.

835 ERA enrollment is separate from 837 claim submission enrollment. Miss the ERA enrollment and cash gets posted from paper EOBs in the interim, which adds reconciliation work and opens audit-trail gaps. Confirm ERA enrollment at Stedi before cutting over payment posting.

Medicare and Medicaid require separate EDI agreements per state Medicaid plan, and Medicaid timelines run weeks longer than commercial payers. BCBS enrollment varies by state; the Texas and Florida BCBS processes differ.

Parallel-run plan

The legacy A/R closeout and the forward-only Medi cutover run side by side for two weeks at minimum:

New billing on Medi starts the day after cutover for any encounter with a date of service after the cutover date.

AdvancedMD keeps receiving and posting 835 ERAs for claims dated before cutover for 60 to 90 days, under the legacy A/R closeout arrangement. The outgoing arrangement must explicitly agree that ERA routing and posting continue for the legacy claim set during this window.

Both systems post ERAs for the first two weeks so totals reconcile by payer and by day. Clearinghouse routing discrepancies surface here: the Waystar connection in AdvancedMD and the Stedi connection in Medi handle different claim sets, and the totals have to match.

The outgoing AdvancedMD arrangement reports A/R aging weekly until legacy claims are paid, denied and appealed, or written off at agreed thresholds.

Hold daily reconciliation meetings between the teams in each system for the first two weeks, then weekly. They catch ERAs that landed in AdvancedMD for dates of service belonging to Medi's forward-only set, and payer responses that came through Stedi for claims still in AdvancedMD's legacy A/R.

Roll out practice by practice

A billing company managing eight client practices through AdvancedMD's CBO should not move all eight at once. A single-weekend cutover compresses every enrollment gap, scrub calibration issue, and posting-rule rebuild into one support window.

A staggered rollout that recovers from problems:

Pick the client with the simplest payer mix and the smallest open A/R for the first cutover. Run that client entirely through Medi for two weeks before moving the second.

Apply what the first cutover taught. Payer enrollment delays longer than expected, Stedi scrub edits that fired on claim types Claim Inspector had passed, posting rules that needed re-implementation: each becomes a known quantity before the next client moves.

Move the largest, most complex clients last, after the operational pattern is stable.

For a ready book, around a day per practice is a reasonable cutover estimate. Larger books are still sequenced practice by practice, with payer enrollment and legacy A/R tracked in parallel. On a non-cancelable AdvancedMD contract, map that schedule against renewal dates to avoid double-payment overlap.

If client practices hold their own AdvancedMD agreements apart from the billing-company agreement, those contracts may not renew in the same month. Map every renewal date before setting the schedule. A client whose AdvancedMD contract renews in September costs far less to migrate if cutover lands before that renewal rather than the month after.

The CBO migration angle

Billing companies running AdvancedMD's Central Billing Office start from a different place than a single-practice migration. CBO gives a single login across multiple providers and locations, with independent reporting per provider and user-level access controls over which staff can reach which practice. It is a genuine multi-client management layer, and billers who have worked in it for years have operational patterns built around it.

The migration consideration is that CBO configuration is not exportable data. The permission structure (which users reach which client practices, what they see inside them, whether offshore staff can reach certain clients) lives in AdvancedMD's access control layer. Document it manually before migration and rebuild it in Medi.

Medi's multi-practice architecture starts from the billing company as the workspace rather than bolting a multi-client layer onto a practice platform. Cross-practice denial queues, all-practices A/R views, and practice-scoped permission groups are the organizing principle, not add-ons. The billing company operations page describes how that workspace is structured.

For CBO users, document before migration:

Every user's access scope: which client practices they reach, what permission level they hold in each, and whether any permission is granted at the provider level rather than the practice level.

Any payer-level billing rules or EDI settings managed at the CBO level rather than the individual practice level. AdvancedMD lets some configuration live in the CBO layer, and those settings are not visible in the per-practice PM data export.

Client-level reporting templates and any custom A/R aging or denial dashboard configurations. Those are configuration, not data, and they rebuild from scratch on any new platform.

Cross-practice posting rules or write-off authority thresholds that apply uniformly across the book of business.

The CBO's global patient list, which lets staff handle calls for any provider across all clients without switching practice contexts, is a pattern billing-company staff rely on. Medi's all-practices view covers this for billing work, but during the transition staff work in two systems at once. Document who handles patient inquiries in AdvancedMD for legacy claims and who handles them in Medi for forward claims.

For how Medi's billing-company architecture compares to the CBO model, the AdvancedMD comparison page covers the trade-offs in detail.

What does not migrate, and what to do about it

Active A/R aging history does not migrate through any export tier. Work the legacy A/R down within AdvancedMD rather than make those claims active in Medi on day one. Medi can import historical claim ledgers as reference-only records when source evidence is strong; those records keep historical balance truth but stay out of active A/R, aging, statements, Money In, denial queues, and work queues until a guarded Make Operational action promotes a selected claim.

Open-claim working state (follow-up notes, denial investigation threads, mid-stream payer correspondence, appeal tracking) is not in the export. For any claim still open at cutover, screenshot the AdvancedMD working notes or move them into a structured handoff document with payer reference numbers, last-action dates, and next-action items.

In-flight appeals do not migrate. Document each open appeal with the payer reference number, submission date, appeal level, supporting documentation, and next-action date. Those travel with the biller, not the export file.

Unposted ERAs sitting in the AdvancedMD queue at cutover should be posted in AdvancedMD before the system goes read-only. Posting them in Medi for claims that belong in AdvancedMD's legacy A/R creates a reconciliation problem that takes weeks to untangle.

Per-payer scrub rules, Claim Inspector override configurations, and write-off tolerance thresholds get re-implemented in Medi. No rule library moves automatically.

CBO-level access configuration is documented and rebuilt by hand. Export the user list with access scopes before any account is deactivated.

Waystar ERA enrollment may be in an intermediate state for practices that moved from the legacy Optum clearinghouse to Waystar within AdvancedMD in 2025. Confirm each payer's 835 enrollment status directly before relying on it for the legacy A/R closeout.

What absolutely must move

Patient demographics, including every insurance coverage, active authorization, and coverage-sequence detail for coordination of benefits.

Provider NPIs, taxonomy codes, billing group NPI, and all billing identifiers used in claim submission.

Active payer enrollment status and clearinghouse trading-partner relationships: which payers the practice is enrolled with for 837 submission and 835 ERA receipt, even when those enrollments re-establish at Stedi from scratch.

User roles and practice-level access permissions, rebuilt in Medi to match the documented CBO structure.

Custom fee schedules where they differ from Medicare allowables, plus any per-payer contracted rate used in underpayment detection.

The last twelve months of paid claims and posted 835 payments for reporting continuity. This is the data set behind year-over-year denial rate reporting, payer performance tracking, and client-facing billing summaries.

Authorization records and injury documentation for active personal injury, workers' compensation, or multi-authorization treatment cases.

Day-zero cutover checklist

The day cutover happens for a given practice:

Confirm AdvancedMD is read-only for new claim creation for that practice. New charges flow into Medi from this date forward.

Confirm Medi has accepted the patient and provider imports for that practice, and that key demographics are spot-checked against the source export.

Confirm payer enrollment is active in Medi's Stedi connection for at least the top three payers by claim volume: 837 submission confirmed with a test claim, 835 ERA confirmed with a test remittance.

Confirm the first claim submission in Medi passes scrub and reaches the clearinghouse. Note any scrub edit that fires in Stedi but not in Claim Inspector; those are the week-one calibration differences.

Confirm the first ERA can be received and staged for posting in Medi for at least one test payer.

Confirm the AdvancedMD legacy A/R closeout is active: the outgoing team has the access and agreement to keep working pre-cutover claims.

Notify the practice and payer-facing staff that AdvancedMD is read-only for new work.

Document the cutover time and the date-of-service boundary clearly, so both teams know exactly which claims belong in which system.

Frequently asked questions

How long does an AdvancedMD to Medi migration take?

Use around one business day per client practice as the Medi cutover estimate once exports and payer-enrollment inputs are ready. A billing company on the CBO still moves practices in waves, with payer enrollment and legacy A/R closeout running in parallel. The bigger timing variable for AdvancedMD is the annual renewal date: non-cancelable terms mean the savings only land if cutover happens before the next renewal, not after.

What happens to the AdvancedMD contract if I decide to switch mid-year?

AdvancedMD's published terms state that fees are non-cancelable during the subscription term. A mid-year exit means owing the remaining months whether or not the practice has migrated. BBB records document continued billing at $429 per-provider rates months after cancellation requests, and at least one case of a billing company settling an early-exit demand. Map every AdvancedMD renewal date, the billing-company agreement and any individual client-practice agreements, before setting the schedule. The renewal date is a financial event as much as an operational one. See the AdvancedMD comparison page for the pricing math at different provider counts.

Do we need to re-enroll with every payer when switching from AdvancedMD?

Yes, for 837 claim submission and 835 ERA receipt in most cases. EDI enrollment ties to the submitter ID, which changes when the clearinghouse changes. AdvancedMD's clearinghouse infrastructure, historically Optum-linked with Waystar added in mid-2025, does not carry enrollment to Stedi. Start payer enrollment at Stedi the day the contract is signed, not at cutover. Medicare and state Medicaid plans run weeks longer than commercial payers, and BCBS enrollment varies by state. For practices that moved from the legacy Optum connection to Waystar within AdvancedMD during 2025, confirm the current enrollment state per payer before relying on it; mid-migration states have produced gaps in 835 receipt in third-party analyses of similar transitions.

Can we import open claims from AdvancedMD so we stop working them there?

Making open claims active in Medi on day one is usually not the safe default. The working state of an open, denied, or appealed claim (the follow-up notes, the denial thread, the appeal documentation, the payer-specific context the biller carries) does not survive the export in usable form. Importing the record without that state restarts work already in progress. The approach that works: leave pre-cutover operational work in AdvancedMD under the legacy A/R closeout, run Medi forward-only, and work the legacy A/R down over 60 to 90 days. Historical reference import stays available for claim-ledger continuity, with active operations gated behind deliberate promotion.

What does AdvancedMD actually export when we leave?

The self-service exports are patient transaction and visit reports in CSV, a Microsoft Access database with demographics, transactions, and appointment data, and C-CDA XML clinical records per the USCDIv1 standard. The bulk EHR export (SQL database backup) and scanned-documents export both need developer assistance to produce and restore. Per AdvancedMD's published migration guidance, A/R aging history is not in the migration tiers, and the recommendation is to work the A/R down before migrating. Export fees beyond the self-service formats are quoted on request. Request and verify the full export package before the account closes; post-termination retrieval is slower and may cost more. For billing companies in the partner program, the PM export covers per-practice data only; CBO-level configuration, cross-practice user permissions, and billing-company-level rules are not part of it and require manual documentation.

How does the 2025 Waystar clearinghouse transition affect our migration?

In mid-2025, AdvancedMD announced a partnership with Waystar as a preferred clearinghouse alternative, after the Change Healthcare disruption. Practices that moved from AdvancedMD's legacy clearinghouse to Waystar during 2025 may hold payer enrollments newer and less tested than they look. None of those Waystar enrollments carry to Medi: the clearinghouse is Stedi, and enrollment at Stedi is established independently. The check that matters is not whether you were enrolled in Waystar but whether the underlying payer relationship (the 837 trading-partner agreement and the 835 ERA routing) can be confirmed per payer before cutover. AdvancedMD offers enrollment assistance for Waystar transitions through their support page; for the outbound migration to Stedi, enrollment starts fresh.

What does it cost to migrate to Medi?

Medi publishes its migration pricing. Commit to 12 months and migration is included at no cost. Month-to-month, the one-time migration fee is $100 per client practice, capped at $3,000 total regardless of practice count. Medi's platform fee is $20 per client practice per month, with volume pricing available. There is no per-provider fee and no contract. Data export from Medi is always free in standard formats, and there is no early-termination fee; if you leave, you take your data at no charge.

This contrasts with AdvancedMD's non-cancelable structure, where the exit cost is a function of how many months remain in your term, not a published flat fee.

Is this guide current?

Last reviewed 2026-06-07. AdvancedMD's export tooling, contract terms, clearinghouse partnerships, and pricing change. Primary sources for current product positioning are advancedmd.com/medical-billing/, advancedmd.com/software-pricing/, and advancedmd.com/medical-office-software/data-export/. Verify contract terms directly in the agreement before beginning any migration plan. Transition-risk benchmarks come from the Medical Billers and Coders 30-Day Transition Playbook and payer-enrollment constraints from the CMS Electronic Billing and EDI Transactions guidance. For a full side-by-side feature and pricing comparison, see Medi vs AdvancedMD. To see how Medi's billing-company workspace is structured, see billing company operations or book a demo.