Data Import From another EHR

Save time importing clients from various sources!

Have an export from another EHR? Want to manually enter the data in a spreadsheet for a quicker 'batch' client creation process instead of one by one?

We give you the ability to import client data, offering versatile template options:

  • Simple (no insurance) and
  • Advanced (with insurance)

Switching from Simple Practice? Let us help!

Instead, reach out to mail support@therapyappointment.com. Let us know you're importing client data from Simple Practice. Our support team can assist with securely importing clients.

In this Article:

Download Client Data Import Template

As a Provider:

  • My Profile (left menu)
  • Find the section titled Client Data Import shown here:

As an Owner or Manager:

Owners and managers can also download any other providers template to complete and upload for them. To do so, instead go to:

  • Practice Settings (left menu)
  • Click Staff (top tab)
  • Click on the name of the provider
  • Find the section titled Client Data Import shown here:

movie Video:

Which Data Import Type Should I Pick?

That depends! Ultimately it comes down to if your practice takes insurance or not:

block Don't take insurance? Use the Simple import
check Take insurance? Use the Advanced import

Simple Client Data Import

Note: Select this option if your practice does not take insurance.

The simple client data import allows you to import basic client demographics into our system using an easy to use spreadsheet.

The spreadsheet template is a .xlsx file capable of being opened by most spreadsheet applications.

Once you've downloaded your Simple import, you'll notice the following columns:

  • First Name *
  • Last Name *
  • Not Required
  • Date of Birth
  • Address Line 1, 2, and 3
  • City
  • State (dropdown, pick)
  • Zip Code
  • Phone Number
  • Gender (dropdown, pick - you can further customize this after uploaded)
  • Email

* = Required

house Include any portion of an address?

  • If so, you must include the remaining fields as well, none of them can be blank
  • Address lines 2 & 3 are optional
Click to see a larger version

Advanced Client Data Import

Select this option if your practice takes insurance and you want to import that data.

Set up your insurance companies before importing clients!

It's important to ensure all the insurance companies that are going to be billed are already set up in your Insurance Library. Read more on that process here.

The spreadsheet template is a .xlsx file capable of being opened by most spreadsheet applications. In addition to the simple demographics, this also includes insurnace information.

Once you've downloaded our Advanced import, you'll notice the following columns:

  • All the columns of the above simple import, plus:
  • Insurance Company Name
    • It is a dropdown box, pre-populated from your existing practice insurance
  • Each client's specific insurance information

Note: If you opt to pick an insurance company from the dropdown for a specfic client, all the following columns below here are required: M through Y

  • Insurance Policy #
  • Relationship to Insured (dropdown, pick)
  • Insured First & Last Name
  • Insured DOB
  • Insured Address lines 1,2, and 3
  • Insured City
  • Insured State (dropdown, pick)
  • Insured Zip Code
  • Insured Phone Number
Does this client have no insurance?
No problem! Just don't pick an insurance company, or enter any insurance fields for the client.

Upload Data Import

To upload the data import:



As a Provider:

  • My Profile (left menu)
  • Find the section titled Client Data Import shown here:

  • Click on the Step 2 option
  • On the new popup click
  • Select the import file from your computer
  • The system will first confirm the file is a valid .xlsx file, then click
  • After processing, we will confirm and show you the amount of clients we found on your spreadsheet
  • Click

🎉 Congratulations! Your clients have been uploaded!

As an Owner or Manager:

  • Practice Settings (left menu)
  • Staff (top tab)
  • Click on the name of the specific provider you want to upload clients to
  • Find the section titled Client Data Import shown here:

  • Click on the Step 2 option
  • On the new popup click
  • Select the import file from your computer
  • The system will first confirm the file is a valid .xlsx file, then click
  • After processing, we will confirm and show you the amount of clients we found on your spreadsheet
  • Click

🎉 Congratulations! Your clients have been uploaded!

Troubleshooting Data Import

Recieve an error message when attempting to import your file?

The system automatically downloads another copy of your import to your local ~/Downloads folder.

build_circle Lets Start Fixing Things!

Open the newly downloaded file & fix all cell areas highlighted in grey / pink, example shown below:

Apple Numbers:

Microsoft Excel (Online):


Additionally, hovering over the top row of cells (ex: Phone Number, or Email) with your mouse will also show you the correct format for that specific column that you can compare against the discrepancy.

Examples:

  • No First or Last Name
  • A misspelled email address (carefully check)
  • A phone number that doesn't include 10 digits

Common Hang-ups:

Here are some common errors made when importing this data, please read on for solutions:
  • Make sure you are starting on the second row (colored green)
  • Not using the drop-downs for fields like "insurance company name" as well as "gender"
  • You must click on the cell and use the dropdown to select the values
  • Otherwise the system will not recognize it

Enter any insurance information?

Insurance is an "all or nothing" thing. If you include any insurance values, you have to fill them all in or the import will fail. To clarify these are columns M through Y


note_stack Two productive tips:

Copy & Paste:
  • If the dropdown formatting is removed from that particular cell
  • Or you want to repeat dropdown answers (like gender or insurance companies):
    • In a cell dropdown, pick a value
    • Then copy the cell and paste it to another cell for another client
    • Alternatively, click & drag that cell down for multiple selections

Importing Zip Codes beginning with a 0

For the zip/postal code for either (simple or advanced) data import, enter a tilde` before the 0 in the zip code, so for example zip code 01234 should be input as:

`01234

What symbol again?

The ` key may also show the symbol ~ on it as well, shown here (top left corner):

Group Practices

There are some special considerations for uploading your data into TherapyAppointment if you are a practice of two or more providers. First, assess how the clients will be accessed:

group The group typically uses a ‘team treatment model'

Where more than one provider treats or documents on a client.

  • Create a triage account
  • Next, upload all of the clients to this triage account.
  • When completed, go to each client’s profile records tab
  • Then share with providers who will be treating the client

person A 'team treatment model' is not typically used:

Clients are treated typically by only one provider → the occasional client may be seeing more than one provider in the system.

Here you essentially:

  • Download the provider's template
  • Fill out the import template with that provider's clients
  • Upload under their profile to ensure the clients are uploaded under the correct provider

To do this, an owner or manager will need to first download, then upload their specific list of clients in the import file by going to:

  • Practice Settings (left menu)
  • Staff (top tab)
  • Click on the provider's name you wish to import under
  • Find the section Client Data Import

Once downloaded, fill in with the above steps for either simple or advanced import.

Then go back to that specific provider's profile and upload the import file.

Other Frequently Asked Questions:


live_help Can I import my client's diagnosis?

Unfortunately not at this time

live_help Can I upload my client's records

If you have chart records as a PDF we have a workaround!

Note: If you have it in another document format, most offer a convert or export to PDF option!

Having difficulties finding this? mail Reach out to our support team for help!

You can upload by going to:

  • Clients (left menu)
  • Click on the client's name, loading their Profile
  • Click Docs & Forms (top right tab)
  • Find the Documents On File section
  • Click the (section top right)

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