How to Switch from eKonsulta to a Certified EMR: Step-by-Step Guide

If you're reading this, you've probably already made the decision. eKonsulta is shutting down on July 1, 2026, and your clinic needs a certified EMR to keep submitting to PhilHealth.

Good. The earlier you move, the smoother this goes.

But here's the thing most clinics don't realize until it's too late: the switch from eKonsulta is a hard cutover. There is no trial period. There is no running both systems side by side. Once your new cipher key is issued, eKonsulta goes dark for your clinic. Instantly.

That single fact changes how you should plan the entire migration. Let's walk through it step by step.

Step 1: Choose Your EMR Provider

Your new EMR must be on PhilHealth's Certified Service Provider (CSP) list. This is non-negotiable. Only certified providers can connect to the YAKAP API and submit data on your behalf.

Take your time with this decision. Look at what each provider offers, how they handle submissions, whether they're cloud-based or local, and what their support looks like during migration.

The April 1 declaration deadline is when you must formally declare your choice to PhilHealth. Don't wait until March to start evaluating.

Step 2: Export Your eKonsulta Data

This step is the one clinics rush past. Don't.

eKonsulta has an EXPORT button that generates a file containing your patient records, encounter history, and submission data. Use it. Download everything.

Think of it this way: the export is your insurance policy. Even if your new EMR can import the data directly, you want that file sitting in your clinic's records. No exceptions.

Step 3: Prepare Your Paperwork

PhilHealth requires several forms to process the transfer. Get these ready early so you're not scrambling when the migration window opens.

Forms you'll need:

1. HERF (HCI Engagement Registration Form) links your clinic to your new EMR provider.
2. ACKF (Account & Cipher Key Request Form) requests new API credentials for the YAKAP system.
3. NDA (Non-Disclosure Agreement) standard PhilHealth requirement.
4. Disengagement Letter formally notifies your PhilHealth Regional Office that you're leaving eKonsulta (or another provider). Address this to your PRO.

On the disengagement letter: if your current provider doesn't acknowledge the letter within 10 calendar days, the letter itself plus proof of receipt is sufficient to proceed. Don't let a slow response hold up your migration.

Your new EMR provider should have templates for these forms. Ask for them.

Step 4: Submit Paperwork to Your PRO-ITO

All documents go to your PhilHealth Regional Office, specifically to the Information Technology Officer (PRO-ITO). They're the ones who process the EMR transfer on PhilHealth's end.

Contact your PRO-ITO early. Ask about their processing timeline. Some regional offices move faster than others, and you don't want administrative delays eating into your migration window.

Keep copies of everything you submit. Timestamps matter.

Step 5: Get Your Staff Trained on the New System

This is where most clinics underestimate the work involved.

Before you trigger the cipher key transfer, your encoders, nurses, and clinic staff need to know the new workflow inside and out. Not "we'll figure it out," but actually comfortable with the system.

Why this matters: once the key switches over, you're live. There's no reverting to eKonsulta if someone doesn't know how to encode a consultation or submit a report. Your clinic's PhilHealth submissions depend on your team being ready.

Schedule training sessions. Do practice runs with sample data. Make sure every staff member who touches the system knows their role in the new workflow.

Step 6: Request the Cipher Key Transfer

This is the point of no return.

When you submit the ACKF and PhilHealth processes it, they issue a new cipher key to your chosen EMR provider. At that exact moment, the old cipher key assigned to eKonsulta for your clinic is deactivated.

This is why Steps 2 and 5 must happen first. Your data should already be exported. Your staff should already be trained. The switch should feel like flipping a light switch, not jumping off a cliff.

Step 7: Go Live

Your first submission through the new EMR. Monitor everything closely during the first few days.

Check that patient records transferred correctly. Verify that submissions to PhilHealth are going through. Make sure your daily master list is importing as expected.

If something looks off, contact your EMR provider's support team immediately. The first week is when small issues surface, and catching them early prevents bigger problems down the line.

The Timeline You're Working With

The clinics that start now will have a smooth transition. The clinics that wait until June will be scrambling. We've seen it happen with every PhilHealth deadline.

Why SeriousMD for the Switch?

SeriousMD is a PhilHealth-certified YAKAP EMR (Certificate No. KON-13-01-2026-00002), already trusted by over 30,000 doctors across the Philippines.

A few things that matter for migration specifically:

Cloud-based access. SeriousMD runs in the cloud. No local servers. No "it only works on the clinic computer." Your team can access records from anywhere with an internet connection.

Automated daily master list import. No more manually downloading and uploading your patient master list. SeriousMD pulls it in automatically.

Direct PhilHealth submission. Select a date range, generate the report, and submit with one click. No exporting files, no uploading to a portal, no middleman steps.

Migration support included. Our team walks you through the entire process, from data export to paperwork to go-live. You don't have to figure this out alone.

If you're already a SeriousMD doctor, you're eliminating the double encoding problem the moment you switch. No more encoding in SeriousMD and then again in eKonsulta.

Frequently Asked Questions