How to Switch to TheraPlatform (How to import) – TheraPlatform

There are a few steps you need to take to import data to TheraPlatform (for example, you're moving from another EHR to TheraPlatform)

If you're switching from SimplePractice, follow the steps below. If you're switching from another EHR, go to section 2

Step 1: Export clients from SimplePractice in a ZIP or CSV file.

Step 2: Next, click on Settings > Import > Add

Step 3: Next, click on Browse for File or drag and drop the ZIP file from SimplePractice.

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Step 4: Next, click on Upload

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Step 5: Depending on the size of the file, it may take a few minutes for the file to be uploaded in TheraPlatform.

Step 6: If that's the case, return to Settings > Import to check on the status. If uploaded, you should see a status message: Finished.

Step 7: If you see a Finished status, you can click on the eye icon next to your import and approve the imported clients at this point.

Step 8: Approving imported clients will add them to your Clients list, and a welcome email will be sent to them. You can always wait with this and do it whenever you're ready.

To approve imported clients, click on the check box at the top to select all and click on Approve (or mark the ones you wish to approve by clicking on the box next to the name), and approve.

Send Onboarding Packages to Clients

After approving your imported clients, you have the option to send onboarding paperwork to multiple clients at once. This makes it easier to collect any information or forms that may not have been included in the SimplePractice import.

When approving clients, you can select the onboarding items and information you would like to request, such as:

Consent Forms
Intake Forms
Billing Information, including credit card information
Demographic Information
Driver’s License
Contact and Emergency Contact Information
Insurance Information
Insurance Card Upload

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Move data from your existing EHR software

Step 1: Export to an Excel or CSV file.

Step 2: If your current EHR does not provide this option, contact them directly to generate a CSV file with client contact information.

Step 3: You can import your client in bulk with the CSV file.

Upload user data by using our template.

Step 1: Navigate to Settings > Import and click on Download Template. This is our template, and it needs to match the CSV file you exported from another EHR.

Step 2: In the CSV files exported from your current EHR system, remove columns that do not exist in our template. Also, rename the column names to match columns in the TheraPlatform template.

Step 3: Upload a modified file for import by clicking on the Add > Upload.

Step 4: Depending on the size of the file, it may take a few minutes for file to be uploaded in TheraPlatform.

Step 5: If that's the case, return to Settings< Import to check on the status. If uploaded you should see a status message "Finished".

Step 6: If you see Finished status at this point, you can approve imported clients.

Step 7: Other documents such as notes, invoices, etc, can be attached to your clients' chart.

Approve imported clients & Welcome email to your clients

Important Note: Please be advised that imported clients will not show on your Clients list under Clients without your approval.

Approving imported clients will add them to your Clients list, and a welcome email will be sent to them. You can always wait with this and do it whenever you're ready.

To approve imported clients, click on the check box at the top to select all and click on Approve (or mark the ones you wish to approve by clicking on the box next to the name), and approve.

Note: Once you do, your clients will receive a welcome email and will be asked to set their passwords, which are needed for the client portal.

Other documents such as notes, invoices, etc, can be attached to your clients' chart.

When you open the chart, you can add attachments under the Attachment button.

For notes that you exported, you can attach them under attachments, or if you want to keep track of the date, you can schedule a session back in time on the calendar and then go to the chart and under notes click on either assessment and treatment plan or progress notes and write a quick note e.g. please see attached note. Attach the note you wrote from the old EMR to the note on TheraPlatform.

For imported ACTIVE assessment and treatment plans, you can schedule an evaluation appointment on the TheraPlatform calendar on the original date that you conducted the evaluation in your old EHR or a new date. This will allow you to enter the assessment and treatment plan on TheraPlatform and attach a PDF of the assessment and treatment plan that you exported from the old EHR.

Schedule > Click on scheduled meeting > Add note > Add assessment and treatment plan > You don’t have to re-type your assessment from your old EHR but you can note on one of the fields on our assessment template. Please see the attached note to see the full assessment conducted on the old EHR, for example, on 01/01/26. However, you need to enter diagnostic code/s on our assessment and treatment plan under the "Diagnostic codes" field, as you will need this for claims.

Then open the client’s chart and navigate to Notes< Assessment and treatment plan< Edit< Attach to attach your original Assessment from the old EHR.

Treatment goals. You can decide if you wish to re-enter goals on TheraPlatform or not. We allow you to track goals on progress notes (this is optional, and you can turn this function on or off when you set up your note templates). If you want to track the goals, then you can enter goals under TheraPlatform’s assessment and treatment plan< At the bottom of the template, click Add Goals.