Data Import Feature

The ability to import client data, offering 'Simple' and 'Advanced' template options!

Click here to view a quick video tutorial.


In This Article:

Simple Client Data Import
Advanced Client Data Import (use if your clients have insurance policy information to import)
Common Hang-ups
Troubleshooting Data Import
Group Practices


Client Data Import

If you are a provider or owner importing clients assigned to yourself, this feature is located on the left menu item My Profile > Client Data Import section 

Note: As a Manager / Owner importing clients for a particular provider in your practice, to perform the same steps  go to: Practice Settings > Staff > Click the Provider's Name > Client Data Import

Determine the preferred option (simple or advanced), then download the appropriate template to get started.


Simple Client Data Import 

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

The simple data import allows the user to download a template/example .xls file that included patient demographic information. Follow Step 1, first downloading the template and additional instructions. Plug information into the fields, then follow Step 2.


Advanced Client Data Import 

Note: Select this option if including insurance data! 

Before beginning the data import, ensure all the insurance companies that are going to be billed are already set up in your TherapyAppointment 2.0 Insurance Library. Read more on that process here.

The advanced data import option allows the user to download a template/sample .xls (Excel) file, with  columns included for the client's insurance information.

The column named ' Insurance Companies' will contain a drop-down list of  the Insurance Companies listed in account's insurance library. 

  1. First download the advanced template with additional instructions. Plug your information into the fields
  2. Then follow Step 2.

Common Hang-ups:

Note: There are some common errors made you might make when importing this data. 

We will explain some of these common hang-ups below:

  • Not using the dropdowns for fields like "insurance company name" as well as "gender" (you must click on the cell and use the dropdown to select the values, or the system will not recognize it.
  • Date of Birth is a required field 
  • For Advanced (insurance) imports: the policy # is a required field if you enter an insurance company for that specific client (if you did not enter an insurance company for that client, it is not required and may be blank).
  • Please ensure you start your data on the second row (which is colored green): If you skip the second row, you will likely run into an import that imports zero clients because of that skipped row. Deleting the row if you skipped it should resolve this.

Troubleshooting Data Import

If you receive an error message, such as ' your file contained invalid data', open the updated excel file the system will send to your downloads folder, and fix all cell areas highlighted in red, shown below:

Note: Hovering over the top row of cells (ex: Phone Number, or Email) with your mouse will also provide additional clues about what is wrong with any with the RED highlights for the entire row, such as an Email address that doesn't include a .com, or a phone number that doesn't include 10 digits.


Importing Zip Codes beginning with a 0

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

What symbol again?

The ` key (typically above your tab key at the top left of your keyboard, to the left of the number (1) key may also show the symbol ~ on it as well, the tilde key.


Group Practices

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

1.  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 ‘records’ tab and ‘share’ with providers who will be treating the client.

2. 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)

  • Ensure the client data being imported is divided out by provider (i.e. only provider Jane Doe’s clients) by using a separate template for each provider. 
  • To do this, an owner or manager will need to upload their specific list of clients in the import file by going to the left menu item Practice Settings > then on the tab Staff > Then click on the Provider's Name you wish to import under > and find the section Client Data Import .
  • Then click "Step 2:..." and upload the individual provider import files to the respective provider accounts

Other Frequently Asked Questions:

  1. Can I import my client's diagnosis? Not at this time
  2. Can I upload my client's records? If you have chart records as a PDF, you can upload it under the clients profile in their "Docs & Forms" tab at the top, then under the third section "Documents On File"