Migrating from AdvancedMD

Short answer

Short answer: an AdvancedMD-to-Medi migration is a thirty to forty-five day operating-continuity project with a contract timing constraint that most per-practice migrations do not carry. AdvancedMD's annual subscription fees are non-cancelable during the contract term, which means the migration clock does not start on the day you decide to move — it starts at your renewal cliff. The data AdvancedMD hands over at exit is real but structured around a practice model: patient demographics, transaction history, clinical records, and scanned documents export through documented channels, but open-claim working state, in-flight appeals, Waystar enrollment ties established after the 2025 clearinghouse migration, and per-payer EDI agreements do not move automatically to any new system. The pattern that protects revenue is a forward-only Medi cutover with a sixty to ninety day legacy A/R closeout running in AdvancedMD, timed around the annual renewal boundary. Billing companies managing multiple practices through AdvancedMD's Central Billing Office face an additional consideration: each client practice may carry its own contract term, and those terms may not renew in the same month.

Plan for thirty to forty-five days, plus your contract renewal cliff

The industry standard for switching RCM platforms is thirty to forty-five days from contract signing to first production use for a single practice, based on published playbooks from Medical Billers and Coders and the realities of payer enrollment timelines. Practices that compress the switch to under three weeks routinely lose eight to twelve percent of trailing A/R, because aged claims need someone actively working them during the transition period.

With AdvancedMD, there is a timing layer that does not exist in most per-practice migrations. AdvancedMD's published Terms of Service state that fees are non-cancelable during the subscription term. A billing company on an annual contract that decides to move in month four of twelve still owes the remaining eight months of platform fees, regardless of whether the practice has already cutover to a new system. BBB complaint records document instances of continued $429 per-provider monthly charges running months after a cancellation request was submitted, as well as settlement demands for early-exit buyouts. The renewal cliff is not a hypothetical — it is the actual constraint that determines when migration makes financial sense.

The two non-negotiable terms for any outgoing AdvancedMD arrangement are:

The outgoing agreement covers all claims with dates of service prior to cutover for at least sixty days, with weekly aging reconciliation and monthly performance reporting delivered to the billing company.

The billing company retains documented access to AdvancedMD claim history and transaction records during and after the transition period — either through continued read-only account access or through a completed data export requested before termination.

The second clause matters more than most billing companies realize before they sign the exit terms. BBB complaint records document at least one case where a practice paid for an extended read-only subscription at full cost simply to retain access to its own patient records after requesting account closure. AdvancedMD offers export options, but the export process requires developer assistance for the bulk formats, and fees for custom work beyond the self-service exports are quoted on request rather than published. Get the data export completed and verified before the account closes, not after.

What AdvancedMD actually exports

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

Patient Transaction Reports and Patient Visit Summary Reports export as CSV files through the Practice Management reporting module. These 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. It includes demographics, transactions, appointment data, charges, payments, and write-offs. Users choose 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 — the one that captures all clinical records including messages, prescriptions, lab results, and Word Merge templates — delivers as a SQL Server database backup (.bak file) and requires developer assistance to restore in SQL Server Management Studio. Scanned documents and images export in a folder structure organized by date, also requiring developer assistance.

Several things are not included in the self-service exports and are not covered in any migration tier per AdvancedMD's published guidance. Financial transaction history for claim-level A/R aging is not carried into new systems through the standard export; the practical approach is to work down A/R within AdvancedMD rather than trying to import it into Medi. Open-claim working state — the follow-up notes, denial investigation threads, and in-process appeal documentation that billers accumulate on a claim — does not exist in the database as 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 require re-implementation on the new system.

The export that billing companies in the AdvancedMD partner program need to confirm separately is what happens to CBO-level configuration: the cross-practice permission structure, the user role assignments across client databases, and the payer-level rules that are set at the billing company level rather than the individual practice level. None of that exports in the standard PM data package.

Migration planning checklist

EDI enrollment is the long pole

Payer enrollment is the constraint that determines cutover date, not data migration. CMS Electronic Billing and EDI Transactions guidance and most payer enrollment portals describe a process that takes several weeks per payer at minimum, with significant 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 positive outcomes in the transition, but the practical effect for billing companies leaving AdvancedMD is that some payer enrollments established through the legacy Optum connection may not have been fully re-established through Waystar before the exit. Practices that migrated to Waystar within AdvancedMD in 2025 and then moved to a new platform may encounter payer enrollment states that are unclear — the Optum agreement is gone, the Waystar agreement was recent, and neither carries to Stedi automatically.

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 matters. Start that work the day the contract is signed, not at cutover.

A few AdvancedMD-specific enrollment realities to plan for:

AdvancedMD's Claim Inspector scrubbing is tightly coupled to clearinghouse infrastructure. When the clearinghouse changes, the scrubbing rules that apply to your submissions change with it. Claims that passed the Claim Inspector against AdvancedMD's preferred clearinghouse may produce different scrub results when submitted through Stedi's editing layer — expect a calibration period in the first two to four weeks of production.

835 ERA enrollment is separate from 837 claim submission enrollment. Missing the ERA enrollment means cash gets posted from paper EOBs during the interim, which adds reconciliation work and creates 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 are different.

Start enrollment work the day the contract is signed.

Parallel-run plan

The legacy A/R closeout and the forward-only Medi cutover run side by side for two weeks at minimum. The shape that protects revenue looks like this:

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

AdvancedMD continues to receive and post 835 ERAs for claims with dates of service before cutover for sixty to ninety days, under the legacy A/R closeout arrangement. The outgoing arrangement must include explicit agreement 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 can be reconciled by payer and by day. This is where clearinghouse routing discrepancies surface — the Waystar connection in AdvancedMD and the Stedi connection in Medi handle different claim sets, and the totals need to match.

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

Daily reconciliation meetings between the billing company teams in each system for the first two weeks, weekly thereafter. What gets caught in those meetings: ERAs that landed in AdvancedMD for dates of service that belong in Medi's forward-only set, and payer responses that came through Medi's Stedi connection for claims that are still in AdvancedMD's legacy A/R.

A practice-by-practice rollout protects everyone

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

The staggered rollout that recovers from problems:

Choose 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 that were longer than expected, Stedi scrub edits that fired on claim types the Claim Inspector had been passing, posting rules that needed re-implementation — all of these become known quantities before the next client moves.

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

Under this shape, a book of eight clients moves in six to eight weeks. A book of twenty practices moves in three to four months. The trade is calendar time for execution risk — and for a billing company on a non-cancelable AdvancedMD contract, that calendar time may run inside the contract window rather than creating double-payment overlap.

If client practices hold their own AdvancedMD agreements separately from the billing company agreement, those contracts may not renew in the same month. Map all renewal dates before setting the migration schedule. A client whose AdvancedMD contract renews in September costs significantly less to migrate if the cutover happens before that renewal rather than the month after.

The CBO migration angle

Billing companies running AdvancedMD's Central Billing Office have a different starting point than a single-practice migration. CBO provides 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 for CBO users is that the CBO's configuration does not exist as exportable data. The permission structure — which users can access which client practices, what they can see within those practices, whether offshore staff can reach certain clients — lives in AdvancedMD's access control layer. That structure needs to be documented manually before migration and rebuilt from scratch in Medi.

Medi's multi-practice architecture starts from the billing company as the workspace rather than adding a multi-client layer to a practice platform. Cross-practice denial queues, all-practices A/R views, and practice-scoped permission groups are the organizing principle rather than features added on. The billing company operations page describes how that workspace is structured in practice.

For CBO users, the specific things to document before migration:

Every user's access scope — which client practices they can reach, what permission level they hold in each, and whether any permissions are 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 allows some configuration to live in the CBO layer; 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 — the ability to handle calls for any provider across all clients without switching practice contexts — is a workflow pattern that billing company staff rely on. Medi's all-practices view covers this for billing work, but the transition period will have staff working in two systems simultaneously. Document who handles patient inquiries in AdvancedMD for legacy claims and who handles them in Medi for forward claims.

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

What does not migrate, and what to do about it

Financial transaction history for A/R aging does not migrate through any export tier. The practical approach is to work the legacy A/R down within AdvancedMD rather than trying to import it into Medi. Attempting to import closed historical claims duplicates ledgers and produces reconciliation errors that compound for months.

Open-claim working state — follow-up notes, denial investigation threads, mid-stream correspondence with payers, appeal tracking — does not exist in the export. For any claim still open at cutover, screenshot the AdvancedMD working notes or transfer 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, the supporting documentation submitted, and the next-action date. Those travel with the biller, not with 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 custom scrub rules, Claim Inspector override configurations, and write-off tolerance thresholds need to be re-implemented in Medi. Do not assume any rule library moves automatically.

CBO-level access configuration needs to be manually documented and rebuilt. Export the user list with access scopes before any accounts are deactivated.

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

What absolutely must move

Patient demographics, including all insurance coverages, active authorizations, and coverage sequence information for coordination of benefits.

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

Active payer enrollment status and the clearinghouse trading-partner relationships — specifically which payers the practice is enrolled with for 837 submission and 835 ERA receipt, even if those enrollments need to be re-established 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, and any per-payer contracted rate information used in underpayment detection.

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

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

Day-zero cutover checklist

The day cutover happens for a given practice:

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

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

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

Confirm the first claim submission in Medi passes scrub and reaches the clearinghouse. Note any scrub edits that fire in Stedi that were not firing in the Claim Inspector; those are the calibration differences to resolve in week one.

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

Confirm that the AdvancedMD legacy A/R closeout arrangement is active — the outgoing arrangement's team has the access and agreement to continue 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 claim date-of-service boundary clearly, so both the AdvancedMD team and the Medi team know exactly which claims belong in which system.

Frequently asked questions

How long does an AdvancedMD to Medi migration take?

Plan for thirty to forty-five days from contract signing to first production use for a single client practice, including payer enrollment work at Stedi. A billing company managing multiple practices through the CBO moves practices in waves rather than all at once: a book of eight clients typically moves in six to eight weeks; a book of twenty practices moves in three to four months. Per industry playbooks, transitions compressed under twenty-one days lose eight to twelve percent of trailing A/R. The more important timeline variable for AdvancedMD migrations is the annual renewal cliff — non-cancelable contract terms mean the migration savings only materialize if the 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. Mid-year exit means owing the remaining months regardless of whether the practice has migrated. BBB records document cases of 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 for every agreement — both the billing company agreement and any individual client-practice agreements — before setting the migration schedule. The renewal cliff is a financial event as much as an operational one. See the AdvancedMD comparison page for a full breakdown of 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 enrollment in most cases. EDI enrollment is tied 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 over to Stedi. Start payer enrollment work at Stedi the day the contract is signed, not at cutover. Medicare and state Medicaid plans run weeks longer than commercial payers. BCBS enrollment varies by state. For practices that migrated from the legacy Optum connection to Waystar within AdvancedMD during 2025, confirm the current enrollment state for each payer before relying on it — mid-migration enrollment states have produced gaps in 835 receipt in third-party analyses of similar platform transitions.

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

Importing open claims into Medi is not recommended. The working state of an open, denied, or appealed claim — the follow-up notes, the denial thread, the appeal documentation, the payer-specific context that the biller carries in their head and in the system — does not survive the export in a usable form. Importing the claim record without the working state creates a fresh start on work that is already in progress, and the reconciliation between the imported Medi record and the AdvancedMD history creates audit trail problems. The pattern that works is to leave all pre-cutover claims in AdvancedMD under the legacy A/R closeout arrangement, run Medi forward-only, and work the legacy A/R down over sixty to ninety days.

What does AdvancedMD actually export when we leave?

The self-service exports are: patient transaction and visit reports in CSV format; 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 require developer assistance to produce and restore. Per AdvancedMD's own published migration guidance, financial transaction history for A/R aging is not included in migration tiers; 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 carry additional cost. For billing companies in the AdvancedMD partner program, note that the PM export covers per-practice data; CBO-level configuration, cross-practice user permissions, and billing-company-level rules are not part of the export 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, following the industry disruption from the Change Healthcare situation. Practices that migrated from AdvancedMD's legacy clearinghouse to Waystar during 2025 may have payer enrollments that are newer and less tested than they appear. When moving to Medi, none of those Waystar enrollments carry over — Medi's clearinghouse is Stedi, and enrollment at Stedi is established independently. The relevant enrollment check is not whether you were enrolled in Waystar but whether the underlying payer relationship — the trading-partner agreement for 837 submission and the ERA routing for 835 receipt — can be confirmed with each payer before cutover. AdvancedMD offers enrollment assistance for Waystar transitions through their support page; for the outbound migration to Stedi, enrollment work starts fresh.

Is this guide current?

Last reviewed 2026-05-18. 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/. Contract terms should be verified directly in the agreement before beginning any migration plan. Industry migration timelines are drawn from the Medical Billers and Coders 30-Day Transition Playbook and 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.