There are a few steps you need to take to import data to TheraPlaform (for example, you're moving from another EHR to TheraPlatform)
Note: If you're switching from Simple Practice, follow these steps below. If you're switching from another EHR, go to step 1.
- Export clients from Simple Practice in CSV file.
- Next click on Settings< Import< Add.
- Then at the pop-up box under "Select current EHR", select Simple Practice.
- Next click on Browse library or drag and drop Zip file from Simple Practice.
- Next click on Upload.
- Depending on the size of the file, it may take a few minutes for the file to be uploaded in TheraPlatform.
- If that's the case, return to Settings< Import to check on the status. If uploaded you should see a status message "Finished".
- If you see Finished status , at this point you can approve imported clients. Approving imported clients will add them to your Clients' list and welcome email will be sent to them. You can always wait with this and do it whenever you're ready.
- To approve imported clients you have 2 options: 1) Click on Settings< Import< Click on "Click here" OR 2) Click on ToDo< Under Scheduling< Client Approvals< Click Approve All (or mark the ones you wish to approve by clicking on the box next to the name< Approve.)
Step 1: Move data from your existing EHR software
- Export to an Excel or CSV file.
- If your current EHR does not provide this option, contact them directly to generate a CSV file with client contact information.
- You can import your client in bulk with the CSV file.
Step 2: Upload user data by using our template.
- Navigate to Settings > Import and click on Download Template. This is our template and this template needs to be matched with CVS file you exported from another EHR.
- 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.
- Upload a modified file for import by clicking on the Add< Upload.
- Depending on the size of the file, it may take a few minutes for file to be uploaded in TheraPlatform.
- If that's the case, return to Settings< Import to check on the status. If uploaded you should see a status message "Finished".
- If you see Finished status at this point you can approve imported clients.
- Other documents such as notes, invoices, etc, can be attached to your clients' chart.
Step 3: 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.
If you want to move imported clients to your Clients' list and you're ready for them to receive a welcome email, you have 2 options to approve them:
1) Click on Settings< Import< Click on "Click here" OR
2) Click on ToDo< Under Scheduling< Client Approvals< Click Approve All (or mark the ones you wish to approve by clicking on the box next to the name< Approve.)
Note: Once you do, your clients will receive a welcome email and will be asked to set their passwords, which are needed for 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 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 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 Evaluation appointment on ThePlatform calendar on the original date that you conducted evaluation on your old EHR or new date. This will allow you to enter assessment and treatment plan on TheraPlatform and attach PDF of 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 attached noted to see full assessment conducted on the old EHR on, for example, 01/01/24. However you need to enter diagnostic code/s on our assessment and treatment plan under "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.
Helpful articles:
How to add attachments to your client's chart
How to add attachments to notes
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