Here’s what we know about moving over from Medexa 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 software 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.
📹 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.
What can you expect?
Coming from Medexa, we’ve successfully brought over Patients, 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 Patients from Medexa
Medexa offers a Patients Report that can be exported with the following instructions from this guide on the Patients report.
- Head to the My Clinic area in Medexa
- Click into the Export tab
- Select the “Client Export” option
- Choose the appropriate filters - Typically “all” would be best here
- Select All Patients
- Download as CSV
Exporting your Medexa Appointments
Medexa offers instruction on how to Export Appointments by Practitioner.
- Click into the Settings or Management tab in Medexa
- Select the Appointment Report by Staff
- Fill in all the filters/parameters specific to what you are trying to achieve (all staff, locations, date range)
- Click the Execute button
- Click on the first hyperlink that appears for the first practitioner
- Download as CSV
- Repeat these steps for each individual treatment type per practitioner 🔁
Some important considerations for the Appointment Report 💡 ⬇️
- Separate reports can be optionally exported per “status” - Arrived, Absences/No Show, Cancelled 💭
- You must click into each treatment type per practitioner within the exported date range to get a report for each specific session type they are linked with 👀
Exporting Charts from Medexa
When exporting charts from Medexa, it appears that you’re able to do so for each individual patient in a single PDF for their charting history. We can import PDFs into patient’s charting areas in Jane where you’re able to see an image preview of the first page of the PDF, and click on it to open in a new tab to view all pages of the file.
To import those to patient’s charts, we would need each PDF file to be named something similar to FirstName_LastName_Identifier. An identifier can be a Date of Birth, Health Number, or Unique Patient Number (that references your patient list export), in order for us to match the charts to the correct patients.
Here is Medexa’s instructions on how to Export notes from a patient’s file.
- Click into the Clients section of Medexa
- Select the patient’s name
- Choose the Health Summary or Charting section
- Click on the Actions dropdown menu
- Select the Download Activities option
- From the Download Activities window, select the activities you wish to include in the bundle
- Click on Download
- Find the PDF document downloaded on your computer and rename it something such as FirstName_LastName_ID# (which connects with the client list report) 🔑
Note: Renaming the chart export per client is very important! In order for us to map and import the data accurately, we need to know where the charts belong 🚧
Medexa Billing Data
We don’t import billing information as there are formatting issues between the two systems, but we can show you how to manually transition your patient credits and receivables into Jane.
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 > Import Data > Schedule 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!
If you’re not already part of the Jane community, welcome! We’re so glad you found us. If you’re an Acupuncturist looking for an online booking system, we think Jane might be the one for you. Take a virtual tour, book a demo with one of our lovely support staff, or sign up here!