Here’s what we know about moving over from Charm EHR to Jane.
Disclaimer about our import guides: We create our guides through the experiences we have importing from different software, as well as searching for guide documents from these softwares to assist our customers in transitioning over to Jane. If you have any difficulty while retrieving your data, it’s best to reach out directly to your current software provider.
Exporting your Patients from Charm EHR
So coming from Charm EHR, we’ll need you to upload your Patient List export with as much detail as possible.
Under the Patients area in Charm EHR, the Patient List report can be exported to CSV for importing into Jane by clicking on the More Options (…) icon.
There’s a support document on their website that goes through the step-by-step process on exporting your patient demographics: Exporting Patient Demographics.
It should be noted that only users with Practice Admin permissions can export the patient list from your Charm EHR account.
Exporting your Charm EHR Appointments
You can run an Appointment Report in Charm EHR and export to CSV. To run your Appointment Report head to the Calendar area. Click on Reports. You can use filters to select the desired date range and then click Show Report.
There’s a support document on their website that goes through the step-by-step process on exporting your patient appointments: Exporting Patient Appointments.
Exporting Charts from Charm EHR
You have two options when exporting SOAP notes from Charm EHR.
Option 1. This option is free. You can export your patient’s SOAP notes as a PDF by heading to the Patient Dashboard > Past Encounters section. Be sure to include a way for our team to link those notes to the correct patient. This can be done in the filename or by providing a separate key in Excel or CSV file.
You can find out more information about SOAP Notes in Charm EHR here.
Option 2. The paid option. For a fee, Charm EHR will run a batch export of your SOAP notes to PDF or CCDA files. Jane is unable to work with CCDA files, so it is best to export to PDF with a way to link your SOAP notes to the appropriate patient within your Jane account. We generally look for an Excel spreadsheet with the file name of the PDF and Client Name, PHN (or other unique identifier), and Birthdate so we can correctly link up the chart notes to the correct patient.
You will need to contact Charm EHR directly to have them supply you a detailed chart export. You can contact their Support Team here.
Charm EHR Billing Data
We don’t import billing information as there are formatting issues between the two systems. Jane has all ICD9 and ICD10 codes already populated, but if you have custom codes they will need to be moved over manually. You will also need to transition any patient credits and receivables to Jane manually.
Uploading into Jane
To ensure that your data is uploaded to the correct account, and for security reasons, we do not accept patient data via email. You can upload the files to us in the Settings > Schedule an Import area.
You can find an overview of this process here: Scheduling Your Import
Charm EHR will offer a read-only version of their software to all current customers (customers as of February 2018) who do not purchase a subscription plan by May 31, 2018. In this limited access version, you will still be able to view, print, and export patient records as needed for software transition, yay!
If you need any further help getting all set up to run with Jane, just let us know :)