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Before your clinic switches fully to Sigma HMIS, run through this checklist to confirm your workspace is configured correctly and your team is ready to use it on day one. A few minutes of verification now prevents revenue gaps later.

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Workspace Configuration Checklist

Confirm each item with your clinic administrator before go-live:
  • ✅ Clinic name and address match exactly what appears on your invoices and claim forms
  • ✅ All insurer schemes are configured with correct payer codes and billing rules
  • ✅ Fee schedule is complete for every service your clinic bills — no missing line items
  • ✅ All clinic locations are added (multi-site clinics: verify each site is configured independently)
  • ✅ Invoice numbering sequence is set correctly and does not conflict with your existing records
If any item is incomplete, resolve it with the Sigma team before proceeding to the dry run.

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Team Readiness Checklist

Every person who will use Sigma on go-live day must be ready before the switch:
  • ✅ All staff have accounts with roles that match their responsibilities
  • ✅ Each person has logged in at least once and can navigate to their primary module
  • ✅ No shared accounts — every staff member must have their own individual login
  • ✅ Your admin knows how to invite new users and deactivate accounts when staff leave
Shared accounts create audit trail gaps and make it impossible to trace who made a specific billing or claims action. Ensure every staff member logs in with their own credentials before go-live.

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Dry Run

Run through a complete test transaction from patient registration to payment before switching over. Use a test patient record so no real claims are submitted.
1

Register a test patient

Create a patient record with a known insurer scheme membership. Verify the scheme details populate correctly on the patient profile.
2

Create a test encounter

Open an encounter for your test patient and attach 2–3 service line items from your fee schedule. Confirm that the services and prices appear as expected.
3

Confirm the invoice

Confirm the invoice and verify the scheme/patient cost split is calculated correctly. If the split looks wrong, recheck the insurer scheme configuration.
4

Prepare a test claim

Generate a claim from the confirmed invoice. Run the built-in validation check and resolve any flags before moving forward.
5

Record a test payment

Record a payment against the test claim. Confirm that the claim status updates to Paid and the outstanding balance clears.
6

Review the revenue summary

Open the revenue dashboard and verify that the test transaction amounts appear correctly in the summary. This confirms your reporting is working end-to-end.
If any step in the dry run produces unexpected results, contact the Sigma team to resolve the configuration issue before go-live.

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Parallel Running

Before going fully live, run Sigma alongside your existing billing system for 3–5 days. During this period, enter every visit into both systems:
  • Catch configuration issues — fee schedule gaps or missing insurer schemes will surface on real visit types before they affect submitted claims
  • Build staff confidence — staff who have completed real transactions in Sigma before go-live day make fewer errors when it counts
  • Identify missing schemes — parallel running reveals any insurer schemes you forgot to configure when real patient visits come through
You do not need to submit live claims during this period — the goal is to validate that the system is configured correctly for your clinic’s actual patient mix.

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On Go-Live Day

When you are ready to switch fully to Sigma, brief your team on the following:
  • Reception staff — all new patient visits are registered in Sigma from today; paper registration logs are retired
  • Billing staff — all invoices are confirmed in Sigma; no more spreadsheet billing
  • Claims staff — all claims are prepared and submitted through Sigma; the claims queue is the single source of truth
  • Management — the revenue dashboard in Sigma replaces any manual revenue tracking you were doing previously
Keep the Sigma app open on all workstations throughout the day. If any staff member encounters an issue they cannot resolve, escalate immediately rather than working around it.
The Sigma support team is available during your go-live period. Email hello@sigmaconnect.org to schedule a go-live support call — a Sigma team member can be on standby for your first live day.

Onboarding Process

Learn what happens during the three onboarding phases — discovery, setup, and team training.

Workspace Setup

Review how to configure your clinic details, locations, insurer schemes, and fee schedules.