The validation report
Every rescue ends with this document. You sign it before the balance is due — which means "did we get everything?" is answered in writing, not in reassurances. Below is a complete sample.
— for the practice owner or partner who wasn't on this page.
This is a sample. The figures below are illustrative — a constructed example of a small-practice rescue, not drawn from any client engagement. Your report has the same structure with your numbers.
1 · Record count reconciliation
Counts read from the source system's own screens (with the client, at preservation time) against counts in the extracted dataset. Every variance is explained in the exceptions log — a variance without an explanation blocks sign-off.
| Record type | Source count | Extracted | Variance | Status |
|---|---|---|---|---|
| Patients | 12,847 | 12,847 | 0 | ✓ reconciled |
| Appointments (1998–2026) | 214,660 | 214,660 | 0 | ✓ reconciled |
| Clinical notes | 391,412 | 391,412 | 0 | ✓ reconciled |
| Documents & images | 48,309 | 48,307 | −2 | see exception E-1 |
| Ledger entries | 402,118 | 402,118 | 0 | ✓ reconciled |
| Insurance claims | 96,004 | 96,004 | 0 | ✓ reconciled |
| Custom fields (per-patient) | 31 | 31 | 0 | ✓ mapped |
| Audit trail rows | 1,284,551 | 1,284,551 | 0 | ✓ reconciled |
2 · File integrity
Every extracted document carries a SHA-256 checksum computed at extraction and re-verified after transfer. A random 200-file sample was opened and visually confirmed.
3 · Spot audit — 50 records, together
Fifty records chosen at random, compared field-by-field between the source screen and the extracted record, on a screen-share with you. This is the part where the report stops being our claim and becomes your observation.
| Sample | Record | Fields compared | Mismatches |
|---|---|---|---|
| 1–18 | Patient demographics + contacts | 22 each | 0 |
| 19–34 | Clinical notes + attachments | 14 each | 0 |
| 35–46 | Ledger + insurance history | 18 each | 0 |
| 47–50 | Custom-field records | 31 each | 0 |
4 · Exceptions log
Anything that could not be carried, in plain language, with the reason and the disposition. Old systems almost always produce exceptions — an honest log of them is the point.
| ID | Exception | Cause | Disposition |
|---|---|---|---|
| E-1 | 2 document files unreadable | Corrupt on source disk since 2019 (pre-dates engagement; confirmed against preservation snapshot) | Logged with filenames and affected patient IDs; client notified; originals preserved as-is in archive |
| E-2 | Legacy "referral source" codes (pre-2004) | Code table removed by a vendor update years ago; raw codes remain | Raw codes preserved in a reference table in the archive; not mapped to the successor system |
5 · Sign-off
Your sign-off here releases the second payment milestone. The final 10% is due at delivery — after your data is landed and reconciled in its destination.
This document is what you're buying.
The rescue is how you get it.
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