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Importing from ClinicMaster (Cloud version)

  1. Importing from Other Software
  2. Importing from ClinicMaster (Cloud version)

    3. 11 min read
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Jane is here to make your switch a stress-free one đź’™

Let Jane be your co-pilot while you’re switching over your busy practice. We have dedicated staff to ensure your transition is an easy one 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.

📹 Join us each month for our webinar “Everything You Need to Know About Switching to Jane”. We’ll walk you through the process of moving to Jane and share our top tips so that your import, setup, and onboarding run smoothly. Sign up or learn more.

👉 Still using ClinicMaster’s Desktop version? No worries, we’ve got a guide for that as well!

Moving from ClinicMaster to Jane

While moving your practice to Jane, we’ve got your back every step of the way. Whether you’re thinking about making the move, or have already signed up for your new Jane account, our dedicated support teams are available to ensure your success in getting started with us.

The best part? That’s all free with Jane. Even if you’re not practicing with Jane yet, feel free to reach out to us with any burning questions you have!

What can you expect?

Coming from the cloud version of ClinicMaster, we’ve successfully brought over clients, past & future appointments, insurance policies, charts, and admin notes. Below you’ll find step-by-step instructions for how you can export your data when you’re feeling ready to make the switch to charting, billing and booking in Jane 💙

What can we import?

Exporting your Clients from ClinicMaster

Coming from ClinicMaster, we’ll need you to export your client list with as much detail as possible. To do so, you can follow these steps:

  1. Click on 🔧 Manage in the left-hand menu
  2. Under the Clients section, click on 4 - Clients - Demographic & Case & Appts & Financial
  3. Click the Filters button (and remove any pre-loaded filters)
  4. Search for and select the Client Create Date filter
  5. Using the Between option, set a date range from before you started using ClinicMaster up until today’s date > Click Apply
  6. Click on the Columns button
  7. Toggle ON all of the unchecked boxes > Click Apply
  8. Click the three little dots in the top-right > Export to Excel
  9. The file will download to your device 🎉

Exporting your Appointments from ClinicMaster

Like the client list, you’ll want to export your appointments with as much detail as possible. Please follow these steps:

  1. Click on 🔧 Manage in the left-hand menu
  2. Under the Appointments section, click on 4 - Appts - Demographic & Case & Appts & Financial
  3. Click the Filters button (and remove any pre-loaded filters)
  4. Search for and select the Appointment Date filter
  5. Using the Between option, set a date range from before you started using ClinicMaster and then go into the future to capture upcoming appointments as well > Click Apply
  6. Click on the Columns button
  7. Toggle ON all of the unchecked boxes > Click Apply
  8. Once the report loads, click the three little dots in the top-right > Export to Excel
  9. The file will download to your device

Exporting your Insurance Policies from ClinicMaster

To export your insurance information from ClinicMaster, please follow these steps:

  1. Click on 🔧 Manage in the left-hand menu
  2. Under the Cases section, click on 4 - Cases - Demographic & Case & Appts & Financial
  3. Click the Filters button (and remove any pre-loaded filters)
  4. Search for and select the Case Create Date filter
  5. Using the Between option, set a date range from before you started using ClinicMaster up until today’s date > Click Apply
  6. Click on the Columns button
  7. Toggle ON all of the unchecked boxes > Click Apply
  8. Click the three little dots in the top-right > Export to Excel
  9. The file will download to your device

Please Note: For us to import insurance policies, we require a Claim or Identification number. If you have been entering this number in the Claim # field in ClinicMaster, then you’re all set as these numbers are included in the report. 🎉 If you have been entering this number in the Certificate # field, you will need to request the data export from ClinicMaster (outlined below) to import your policies as certificate number information is only included in the data export.

Subscriber Data Export from ClinicMaster

ClinicMaster offers a bulk export of your data, which includes your charts in PDF, but there is a fee for this service. To request the data export, you will need to contact ClinicMaster for more information: Contact ClinicMaster

Once ClinicMaster has completed your export, you will receive an email containing a link to download your data. Once downloaded, you can upload the zip file directly into the import in your Jane account. There is no need to extract the contents of the zip file to upload. Instead, the .zip file can be dragged and dropped into the import as-is.

The email will also contain PDF instructions on how to convert the CSV files to Excel format. It is NOT necessary to convert the CSV files to Excel. 🙂

The export will contain the following data:

  • Client List
  • Appointments
  • Insurance Policies (Cases)
  • Admin Notes & Alerts
  • Chart files in PDF format

Please Note: the Client List in the data export does not contain active/inactive status, Sex, Referral Source, Employer, and Patient Since information. You will want to follow the steps listed above to export the Client List report and include this file in addition to the data export in order to import your clients with the appropriate active/inactive status, sex, referral source, employer and patient since information.

💡 Helpful Hint: If you will be requesting the Subscriber Data export from ClinicMaster, you can skip the steps listed on this page for exporting your appointments, insurance policies, and admin notes. It is not required to export these additional files as they are already included in the export. 🎉

Cancelling your ClinicMaster subscription is not required to request the data export. As outlined in their Terms of Use, you are able to request the Subscriber Data export “at any time.”

For questions about the timeline of the export, it is best to reach out directly to ClinicMaster for assistance.

Exporting your Admin Notes & Alerts from ClinicMaster

To export admin notes from ClinicMaster, please follow these steps:

  1. Click on 🔧 Manage in the left-hand menu
  2. Under the Clients section, click on 9 - Admin Notes
  3. Click the Filters button (and remove any pre-loaded filters)
  4. Search for and select a Create Date filter
  5. Using the Between option, set a date range from before you started using ClinicMaster up until today’s date > Click Apply
  6. Click on the Columns button
  7. Toggle ON all of the unchecked boxes > Click Apply
  8. Click the three little dots in the top-right > Export to Excel
  9. The file will download to your device

To bring over your alerts, such as administrative and medical alerts, you can repeat the above steps and export the 10 - Alerts report as well.

đź’ˇ Helpful hint: As mentioned in the section above, admin notes & alerts are included in the Subscriber Data Export from ClinicMaster. If you are planning on requesting the data export, you can skip exporting the admin notes and alerts.

Uploading Your Data into Jane

Thanks for working through the steps to export your data. We really appreciate it! đź’•

The final step before going live will be to upload your data in the import in Jane. (For security reasons, we do not accept patient data via email.) You can navigate to Settings > Schedule an Import > View Details to securely upload your files.

For a walkthrough of the import process from start to finish, we have a handy guide on Scheduling Your Import.

You did it! Once the files have been uploaded and you’ve clicked the Done button in the import, the rest is up to us. We’ll reach out via the import Message area if we have any questions about your data. We look forward to having you join the Jane community 💙

ClinicMaster Billing Data

We are not able to import billing information, such as sales and transaction histories, payments, receipts, gift card balances, etc., as this data is quite complex and there are formatting issues between the two systems. Our understanding is that ClinicMaster allows for the export of your billing data to backup files prior to your license expiring, so you can retain access to this information after your ClinicMaster access has ended.

We have a great guide on Transitioning Your Clients Credits/Receivables to Jane that we can help guide you through to ensure your clients’ credits and outstanding balances are recreated in Jane should you need to carry these 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. 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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