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Importing from BestNotes

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Let Jane be your helping hand while you’re transitioning your busy practice. We have dedicated staff to ensure switching over is easy and answer any questions that come up along the way. We’ll work with you to help set up your account and guide you through importing your data, so you can hit the ground running.

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What can you expect?

Coming from BestNotes, we’ve seen clinics be able to bring over their Clients, Appointments, Insurance Policies, and Chart Notes & Files. Below you’ll find step-by-step instructions on how to export your data when you’re feeling ready to make the switch to charting, billing and booking in Jane.

What can we import?


Requesting the Data Export from BestNotes

BestNotes is able to provide a data export that includes a Contacts file and all charting, forms & files in HTML. You’ll need to reach out to BestNotes directly to request the export, which takes some time to complete on their end. BestNotes recommends providing at least 24-hour notice to complete the export.

📚 A few Notes about the Contacts File

  1. Client Type: There are four client types included in the Contacts file (client, regular (contacts), program + business). Unless specified otherwise, we bring all four client types in as Clients in Jane. If you would prefer to only bring in clients, for instance, and exclude the contacts, businesses, and programs, please let us know.
  2. Active/Inactive status: While active/inactive status is listed in the Contacts file, we’ve had some clinics request we use specific tags (e.g. Current tag) as a better indicator of whether a client is active or inactive. If there is a specific tag (or tags) in the Tags column we should use to identify client status, you can let us know in a message in the import area.

📚 A Note about Chart Author info

Chart author information isn’t specified in the data export. To help bring the charts and files in under the correct author, we use the individual listed in the Provider 1 columns in the Contacts file to identify the author of a client’s charts. If a client was not assigned a provider in BestNotes, we bring their charts in using a placeholder author (Admin Account) in Jane.

BestNotes has advised exporting the Log Review Report to map each chart/file to a specific staff member. To export the report, you can follow these steps:

  1. Navigate to Reports > Log Review
  2. For Date Type, select Log Date, Switch User: All, Log Type: All, Tag: All
  3. Toggle ON Group By: Contacts (important step!)
  4. Filter by date range
  5. Click Go
  6. Click the Excel icon up at the top to export

💡 Helpful hint: If you receive an error, you will need to filter for a smaller date range, such as quarterly or month-by-month.


Exporting your Appointments from BestNotes

Past and upcoming appointments can be exported from BestNotes using the Appointment Status report. To export your appointments, you can follow these steps:

  1. Navigate to Reports > C - Appointment Status Report
  2. For Appointment Provider (top right), select -- to include appointments for all staff
  3. Filter Status: All
  4. Under Additional Filters, select wContact Only (important step!)
  5. Under Group By, select Provider at Facility
  6. Filter for a date range
  7. Make sure to check the Export Format checkbox ✔️
  8. Click Go
  9. Click the Excel icon up at the top

💡 Helpful hint: If you receive an error, you will need to filter for a smaller date range, such as year-by-year or quarterly.


Exporting your Insurance Policies from BestNotes

Insurance information can be exported from BestNotes using the Billing Client Payers report. Please follow these steps:

  1. Navigate to Reports > Billing Client Payers
  2. For Tag, select All
  3. Keep Payer as –
  4. Toggle ON the Inactive clients toggle if you would like to bring over claims for inactive clients as well
  5. Click Go
  6. Click the Excel icon up at the top

Uploading Your Data into Jane

Once you’ve received the data export zip file from BestNotes (please upload the original .zip file - no need to unzip the files!), you can upload that directly into the import in your Jane account along with the CSV files for the Appointments, Insurance, and Log Review reports (if required for chart author info). You can navigate to the Schedule an Import page to securely upload your data.

For a walkthrough of the import process from start to finish, please review our guide: Scheduling Your Import


BestNotes EMR Billing data

We aren’t able to import historical billing data due to the complex nature of this kind of data and formatting issues between the two systems, but we have a guide on Transitioning Your Clients Credits/Receivables to Jane that you can follow to ensure those are entered into Jane should you need to carry this information over.


We’ve leveraged our experience with various software imports, along with official guides from other software providers, to create this comprehensive resource for transitioning to Jane. If you have any difficulty downloading your data, it’s best to reach out to your current software provider directly for assistance.

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