Xestro Setup and Migration
for Specialist Medical Practices
Tailored Xestro setup, migration support, workflow configuration and team training for specialist medical practices.
Practical Xestro Setup,
Migration and Workflow Support
Setting up Xestro involves much more than activating the software. Getting the most out of Xestro begins with a system that is configured around the way your specialist practice actually operates. Setting up providers, appointment books, billing processes, templates, permissions and clinical workflows takes time, careful planning and a strong understanding of day-to-day practice operations.
MedicalSPS provides tailored Xestro setup and migration support from initial planning through to configuration and team training. We map your existing workflows, tailor the platform to your clinical and administrative requirements, and help your team use Xestro confidently in everyday practice.
Whether you are moving from another practice management system, establishing a new practice or improving an existing Xestro setup, the service can be tailored to your team, providers and operational requirements.
A considered Xestro setup helps reduce unnecessary workarounds, improve consistency across your team and creates a stronger foundation for your practice from day one.
Services are available remotely across Australia, with on-site support throughout Greater Brisbane by arrangement.
Tailored Xestro Setup and Configuration
A successful Xestro setup begins with understanding how your specialist practice actually operates. Rather than applying a generic configuration, MedicalSPS sets up Xestro around your providers, staff, billing processes, patient journey and day-to-day workflows.
Each part of the system is carefully configured to support the way your team works. The result is clearer workflows, fewer unnecessary workarounds and a practical Xestro setup that feels intuitive for specialists and administrative staff from day one.
Custom Workflows
We configure Xestro around the way responsibilities and information move between your reception, administration, billing and clinical teams.
Custom Templates and Correspondence
We develop practice-specific letters, forms, clinical correspondence and communication templates to support accurate and consistent administration.
Appointment and Provider Setup
Appointment books, provider clinics, locations and individual practitioner requirements are configured to reflect the structure of your practice.
Billing and Claiming Setup
Fee schedules, billing processes and claiming workflows are reviewed and configured to support efficient, accurate account management.
Users, Roles and Permissions
User accounts and access permissions are established according to each team member’s responsibilities, helping protect information while keeping everyday tasks accessible.
Testing and Go-Live Preparation
Workflows and system settings are tested before launch, while staff preparation and practical support help your practice transition to Xestro more confidently.
Xestro Migration and Transition Support
Moving to Xestro involves more than transferring information from one system to another.
MedicalSPS provides practical Xestro migration support to help specialist practices plan and coordinate each stage of the move. We work with your practice, Xestro and your existing software provider where required, helping your team understand what needs to happen before, during and after the migration.
Technical data conversion is completed by the relevant software providers. MedicalSPS focuses on the practical coordination, preparation and workflow decisions that help your practice approach its Xestro migration with greater clarity and confidence.
Review
We review your existing system, data arrangements and practice workflows to identify the requirements that need to be considered during the migration.
Prepare
Providers, appointment books, users, templates, billing settings and workflows can be prepared in Xestro ahead of the final data transfer where possible.
Coordinate
We help coordinate the practical requirements between your practice, Xestro and your current software provider, including testing, cut-off planning and staff communication.
Transition
Your team is prepared for changes to its daily workflows, with practical support available around go-live and throughout the transition period.
Xestro Training and Workflow Optimisation
A well-configured Xestro setup is only effective when your team understands how to use it confidently in everyday practice. MedicalSPS provides practical Xestro training tailored to the responsibilities of your specialists, practice managers, reception staff, administration team and billing staff.
Training is based on the workflows your practice actually uses, helping each team member understand not only how to complete individual tasks, but how their work connects with the wider patient and administrative journey.
We can also assist established Xestro practices with refresher training and workflow optimisation. This may include reviewing current processes, identifying unnecessary workarounds and helping your team make better use of the platform’s existing capabilities.
Role-Specific Xestro Training
Training tailored to the tasks and responsibilities of clinical, administrative, reception and billing team members.
Xestro Workflow Optimisation
A practical review of how your team currently uses Xestro, with recommendations to improve consistency and reduce duplicated work.
Refresher and New Staff Training
Targeted support for new employees or existing teams that need greater confidence with particular Xestro functions.
Already Using Xestro?
Your practice does not need to be new to Xestro to benefit from support. MedicalSPS can review an existing Xestro setup and identify areas where configuration, workflows or staff training could be improved.
This may include appointment books, provider settings, billing processes, templates, user permissions, correspondence workflows and administrative procedures. The aim is to reduce unnecessary workarounds, improve consistency and help your team make better use of Xestro.
Xestro Setup and Migration FAQs
What is included in a Xestro setup?
A tailored Xestro setup may include configuring providers, appointment books, locations, billing settings, fee schedules, user access, templates, correspondence and practice workflows.
MedicalSPS reviews how your specialist practice operates and configures Xestro around the requirements of your providers, administrative staff and billing team. Setup can also include workflow testing, staff training and preparation for go-live.
How quickly can we get started if no data conversion is required?
For a new practice without an existing database to migrate, Xestro advise that they can generally provision the initial clinic environment within one to two business days.
We can then begin configuring your providers, users, appointment books, templates and workflows. The setup itself usually takes a further one to two business days, depending on the size and requirements of your practice.
Timeframes are indicative and may vary depending on the practice’s existing software, data volume, complexity and the availability of the relevant software providers.
Can our existing practice database be migrated to Xestro?
Yes. The migration process will depend on the software your practice currently uses and where your data is stored.
Migrating from Genie (Server-Based): MedicalSPS can assist with coordinating the data extraction and migration process. Because every server environment is different, we will first review your setup and determine the most appropriate approach.
Migrating from a cloud-based system: Your current software provider will usually need to release the data directly to Xestro, as the database is hosted within its own cloud environment. We can help you understand the process and coordinate the required steps.
How long does a standard Xestro data conversion take?
Xestro advises allowing approximately five weeks for a standard data conversion. The process is generally completed in two stages: an initial test conversion, followed by a final data transfer shortly before your go-live date.
Timing may vary depending on the size, condition and complexity of your data, the availability of your current software provider and the agreed migration schedule.
Can we begin configuring Xestro before our data is migrated?
Yes. Xestro can provide a “demo environment” that allows us to begin building your practice setup well before the final data migration.
During this time, we can configure providers, appointment books, users, templates, billing settings and workflows. This means much of the Xestro implementation work can be completed before your live data is transferred, helping your practice prepare for a smoother transition.
Will our practice experience downtime during the software transition?
A short, planned transition period is usually required while the final data migration is completed.
We generally recommend allowing a one- to two-day administrative window without consulting clinics. Once the final data transfer begins, no new information should be entered into your previous software, as it may not be included in the migration.
We will help you plan this period carefully so your team understands what needs to happen before, during and after the transition.
When should we stop billing in our previous software?
As part of the transition planning, we may recommend pausing certain billing activities before your go-live date. For example, allowing time for outstanding inpatient claims to be processed can make the financial handover cleaner and reduce the risk of billing being split across two systems.
The appropriate timing will depend on your practice, billing volume and outstanding claims, so we will discuss this with you as part of your implementation plan.
Will Medicare claiming and other integrations be available immediately?
Your core Xestro environment may be ready before every connected service has been activated. Third-party services such as Medicare claiming, electronic prescribing and other integrations can require separate applications, approvals or setup processes.
We help identify these requirements early and incorporate them into your implementation timeline wherever possible.
Can you review and improve an existing Xestro setup?
Yes. MedicalSPS can review how your practice currently uses Xestro and identify areas where system configuration, workflows or staff training could be improved.
This may include appointment books, billing processes, templates, permissions, correspondence and administrative procedures. The aim is to reduce unnecessary workarounds, improve consistency and help your team make better use of the platform.
Do you provide remote or on-site Xestro training?
Yes. Remote Xestro training is available to specialist practices throughout Australia.
In-person training is also available across Greater Brisbane, including Ipswich and Logan, by arrangement. On-site support can be provided around your go-live date to assist staff, answer questions and help your team transition to the new system with greater confidence.
Planning a Xestro Setup or Migration?
Whether you are opening a new specialist practice, migrating from another platform or looking to improve an existing Xestro setup, MedicalSPS can provide practical guidance, tailored configuration and team training throughout the process.
