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Importing from ChiroTouch (Cloud Version)

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  2. Importing from ChiroTouch (Cloud Version)

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Jane is here to make your switch a stress-free one 💙

Let Jane be your helping hand while you’re transitioning your busy practice. We have dedicated staff to ensure switching over is easy and to answer your questions every step of the way. We’ll help you set up your account so you can hit the ground running and guide you through importing your data. It doesn’t stop there! After you’re settled in, you’ll always have free and continued ongoing support from the Jane team whenever you need it.

What can you expect?

While you’re making the switch over to Jane, ChiroTouch Cloud allows you to export most of your data from their system. Below you’ll find step-by-step instructions for 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?

Note: We have not seen an Insurance Policies report from the Cloud version of ChiroTouch. We would recommend reaching out to their support team directly to inquire if there is a way to export this information.

Exporting your Patient List from ChiroTouch Cloud

To export your patient demographics from ChiroTouch Cloud, you can follow the steps below:

  1. From the Analytics dashboard, navigate to the Patients tab
  2. Scroll all the way down to the Patient List report at the bottom
  3. Click the three little dots (…)
  4. Click Export > Raw Data
  5. Select CSV or Excel
  6. In the panel that pops up, update the Number of Records value to ensure all patients are exported
  7. Click Export

Exporting your Appointments from ChiroTouch Cloud

To export your appointment history from ChiroTouch Cloud, you can follow the steps below:

  1. From the Analytics dashboard, navigate to the Appointments tab
  2. Scroll down to the Appointment by Status report
  3. Click the double arrows icon in the top right corner
  4. Update the date range filter to capture all past and upcoming appointments
  5. Click the three little dots (…)
  6. Click Export > Raw Data
  7. Select CSV or Excel
  8. Update the Number of Records to a larger value to capture all appointments
  9. Click Export

💡 Helpful Hint: It’s a good idea to double-check that the exported file contains the appointments for the filtered date range. If the full range of appointments is not being included, you can try breaking down the export into smaller date ranges (e.g. by year, 6 months, etc.)

Exporting your Patient Encounters & Documents/Files from ChiroTouch Cloud

To export the Patient Encounters & Documents/Files for your clients, you can follow the steps below:

  1. From the Patients tab, navigate to a Patient’s Profile
  2. Under the Clinical tab, select the Encounters tab
  3. Click on the three little dots (…)
  4. Click Select All
  5. Select Print Selected Documents
  6. Save as a PDF
  7. Repeat for any Documents/Uploaded Files from the Documents tab

🗂️ Naming your Files

To import the Encounters and downloaded Documents/Files, you will need to create a folder for each patient titled FirstName_LastName_ChiroTouchID# (e.g. Jane_Smith_CT10002) and drag their Encounter PDF and any other files into the folder. This allows us to accurately map the files to the correct patient. The ChiroTouch ID# is present in the Patient Roster file but can be replaced with another identifier such as Birthdate formatted YYYY-MM-DD if need be.

To specify the chart author for the files, you can create a separate folder for each staff member and then place all of their respective patients’ folders into that folder.

The final step will be to zip the folder for each staff member and upload the zip files into the import. We have a handy guide that helps walk you through How to Make a Zip File 📁

Please Note: We are unsure if there is an option to have ChiroTouch perform a bulk Chart Export of all chart data (Encounters + Documents) in the account. We would recommend reaching out directly to ChiroTouch’s Support team to inquire about this.

💡A note on exporting Insurance Policies from ChiroTouch Cloud

Coming from the Cloud version of ChiroTouch, we have heard from clinics that no report can be exported containing enough insurance policy information. To import policies to Jane, we would need a report that contains Patient name, Insurer Name (Payor), and Member ID number. As far as we know, there isn’t a report in the Cloud version of ChiroTouch that contains this required information. We would recommend reaching out to their support team to inquire about this.

To bring over insurance policies, we have seen clinics add two additional columns to the Patient List file (Payor Name & Member ID#) and add this information in for each patient. Columns for secondary coverage can be added as well if needed.

Exporting your Patient Alerts & Notes from ChiroTouch Cloud

To bring over patient alerts and notes, please follow these steps:

  1. From the Analytics dashboard, navigate to the Patients tab
  2. Scroll down to the Patient Alerts and Notes report
  3. Click the three little dots (…)
  4. Click Export > Raw Data
  5. Select CSV or Excel
  6. In the panel that pops up, update the Number of Records value to ensure the full amount of notes are exported
  7. Click Export

💡 Helpful Hint: If there are notes you would like to exclude, you can filter the exported file to remove them. Or, if there is any easy way for us to identify the notes you don’t want in Jane, you can specify that to us in a message in the import area when uploading your data.

Uploading into Jane

For security reasons, we do not accept patient data via email. You can upload the files to us in the secure import area in your Jane account under Settings > Schedule an Import > View Details. You can upload the charts .zip file (or files if there are multiple providers) along with the report files (Patient List, Appointment by Status, etc.) directly into the import.

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

You did it! We appreciate you making it through that 😅 Once the files have been uploaded and you’ve clicked the Done button in the import, we’ll bring in your data as soon as we can and reach out in the import area if we have any questions.

ChiroTouch Cloud Billing Data

We are not able to import historical billing data into Jane due to the complex nature of this kind of data and formatting issues between the two systems. To bring over any patient credits or outstanding balances, we have a handy guide on Transitioning Your Clients Credits/Receivables that you can follow to ensure those are recreated in Jane should you need this information.

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. For questions about downloading your data, we recommend first reaching out to your software provider as they’re the experts on their system. If you have any further questions or need additional support, please don’t hesitate to contact us – we’re here to help!
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