Here’s what we know about moving over from ClientTracker 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 Customers from ClientTracker
So coming from ClientTracker, we’ll need you to upload your Customer export with as much detail as possible.
The Customer List is actually the only one we’ve ever seen coming out of ClientTracker.
From the Main Menu, select “File” and then “Export Client Data”.
You will end up with an exported Excel document with all of your Customers. We recommend checking the box that will automatically open the file after export so that you can review the data and ensure it’s complete and what you are expecting.
ClientTracker also mentions that there is a separate email export. If you notice that emails are not included in the main export, feel free to run that email export as well. This is also found from the Main Menu, from “File” and then “Export Client Emails”.
You can see more information from their help guide by clicking here.
Exporting Appointments from ClientTracker
ClientTracker only offers appointment exports in ical. or vcal. files, which don’t have enough information for a successful import - so appointments need to be moved over manually by booking them in one at a time after we’ve imported your patients. So it’s good to plan your import over a time period where there’s some down time (such as a weekend) to book the appointments in.
We find that most clinics choose to manually move over just the appointments booked into the future. Sometimes people choose to do it practitioner by practitioner for example - and splitting the task between staff. We do say that it’s good training on how to book appointments - which is a bit cheeky since they can’t be imported - but it is actually not too bad when the patient profiles are all imported.
Exporting Chart (SOAP notes) from ClientTracker
Chart entries can be exported one at a time, but not as a batch, which means that you may need to retain access to ClientTracker to manually move over your charts as clients come in for treatment.
We recommend either individually downloading a patient’s chart and then uploading it as a single upload day by day or systematically over time transitioning your whole database. Take heart that Jane does export charts in a batch if you ever need to cancel your subscription!
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
If you need any further help getting all set up to run with Jane, just let us know!