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Importing from Healthie

  1. Importing from Other Software
  2. Importing from Healthie

    3. 8 min read

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

Let Jane be your helping hand while you’re transitioning your busy health and wellness practice. We have dedicated staff who can answer any questions that may come up along the way to ensure switching over is easy. 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. 🏃‍♀️

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.

Moving from Healthie 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 Healthie, we’ve successfully brought over clients, appointments and charts. 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 Healthie

To export your client list from Healthie, please follow these steps as outlined in Healthie’s guide on Deep Dive: Client List Report:

  • Navigate to Visualize > Clients > Client List > Generate Report.

The report can take up to 30 minutes to generate depending on the volume of data. You can navigate away from the Reports page while it processes. Once complete, it’s automatically added to your Documents library under the Generated Reports folder as a CSV file, which you can download to your local device 😊

Note: There are two report variants worth knowing about 💡

  • Client List (Name & Email) – includes when clients were added to Healthie, first/last name, and email address.
  • Client List (Full Information) – expands on that to include client status (active or archived), client group, date of birth, assigned provider, gender, date of first and last appointments, phone number, address, and insurance details. This is the preferred report 💭

Exporting your Appointments from Healthie

To export your past & upcoming appointments from Healthie, please follow these steps:

  • Head to Visualize > Appointments and pick your date range to get started.

Filter your data before downloading 📆

  • Date Picker – choose a preset range (last 7 or 90 days, for example) or go with Custom to set your own start and end dates. Healthie will remember your last selection next time you log in.
  • Status – narrow things down by appointment outcome: occurred, cancelled, no-show, or rescheduled. Provider (for multi-provider organizations) – filter by individual provider using the All Providers dropdown.

Ready to download? 🤠

  • Hit the Download Report button in the top right. Your CSV will land in your Documents library under the Generated Reports folder.

What shows up in the export:

  • The report includes who scheduled each appointment (provider, another team member, or the client), the appointment status, any notes added to the appointment, and an actual duration field that providers can edit to reflect how long the session really ran.

Exporting your Charts from Healthie

Chart data in Healthie is exported as an Electronic Health Information (EHI) file. There are two ways to do this depending on how much data you need 💭

For individual clients ⬇️

  • Navigate to the client’s profile and open the Charting section.
  • From there, go to Records > Download EHI. This works for any organization member with the “Can generate organization reports” permission enabled and if it’s a small case-load 👀

For your full client population 📈

  • If you need charts for everyone, Healthie’s support team handles this on your behalf. The patient population export is managed by Healthie Support due to the size of the data and the server resources involved. Email [email protected] with the subject line Patient Population b10 export request and they’ll take it from there.

Note: Only an account administrator can initiate this request 🔑

What you’ll receive 💽

  • The export arrives as a compressed zip file. Inside, there’s a folder for each patient – named with their first name, last name, and a unique identifier. Each folder contains CSV files, PDFs, and any documents saved to the client’s profile.The PDF for each client includes all of their charting notes. The CSV files cover the structured data fields.

Bonus data ⚡️: The EHI export may also contain insurance information for your clients, so we may be able to import this as well. Once we see the full export, we can better advise/gauge from there 🚀

Uploading Your Data into Jane

Thanks for following all those steps to export your data - you’re doing great 🤩

The final step will be to upload your data in the import in Jane. You can navigate to Settings > Schedule an Import > View Details to securely upload the patient list, appointments, and the chart notes .zip export.

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

You did it! Once the files have been uploaded and you’ve clicked the Done button in the import, we’ll get started on bringing in your data as soon as we can and reach out if we have any questions. We look forward to having you join the Jane community 🩵

Healthie Billing Data

When moving over from another software to Jane, the one thing we like to make note of is the fact that we can’t import billing data. This type of data is quite complex and does not transfer between software, as each software formats this data differently. It’s best to keep any records you need on hand securely outside of Jane, but we can help guide you through how to manually transition your patient credits and receivables to Jane.

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 Healthie, 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!