Sign up
Book a demo

Jane's Guide

Here's all the help you need to use Jane.


Importing from Office Ally

  1. Importing from Other Software
  2. Importing from Office Ally

    3. 6 min read

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.

What can you expect?

This guide covers exporting patient demographics, policies, past and future appointments, and charts from Office Ally. Below you’ll find step-by-step instructions on how to export your data when you’re feeling ready to make the switch to charting, billing and booking in Jane.

⚠️ Before you get started: Office Ally requires a program called Practice Mate to be installed to export any information. If you don’t have it installed yet, you’ll need to reach out to Office Ally directly to get that set up first. You can reach out to Office Ally here for additional support.

1) Exporting your Patients

To bring in your full patient demographics and insurance policies, you’ll need to export both your Short Record and Long Record patient lists. Please follow these steps to export both reports.

Short Record Patient List

  1. Go to Practice Mate > Manage Patients tab
  2. Hover over Reports on the far right side of the screen
  3. Select Patient List (CSV/Excel Export)
  4. Leave Account Type and Status set to “All”
  5. Under CSV Output File Format, choose Short Record
  6. Click GO, then Export to Excel

Long Record Patient List

  1. Go to Practice Mate > Manage Patients tab
  2. Hover over Reports on the far right side of the screen
  3. Select Patient List (CSV/Excel Export)
  4. Leave Account Type and Status set to “All”
  5. Under CSV Output File Format, choose Long Record
  6. Click GO, then Export to Excel

2) Exporting your Appointments

  1. Go to Practice Mate > Appointments tab
  2. Hover over Reports on the far right side of the screen
  3. Select Monthly Appointment Report
  4. To include all staff appointments, leave the filter set to All — or apply filters as needed
  5. Click GO, then Export to Excel
  6. Repeat steps 1-5 for each month of appointments you’d like imported — both past and future

⚠️ You’ll need one file per month (for example: April2026MonthlyAppointments.xls, May2026MonthlyAppointments.xls, June2026MonthlyAppointments.xls, etc).

3) Exporting your Charting

From our understanding, you can request a bulk export of your charting data directly from Office Ally — though we’ve heard from clinics that it can take a while to be sent to you. Here’s how we recommend handling that so it doesn’t slow down your transition to Jane.

Part A: Get started without waiting for charts

Follow export steps 1 and 2 (Exporting your Patients & Exporting your Appointments) to export your short form and long form patient lists and monthly appointments, then upload that data on your scheduled import date.

Once imported, you’ll have your patients, policies, insurers, and appointments in Jane — and from that point, you’ll go live with Jane and use it full time for all booking, billing, and new charting.

Part B: Import your historical charts once they’re sent to you

Once you receive your bulk charting export from Office Ally, schedule a new import, upload the file(s), click Done, and reach out to our support team to request an expedited import.

We’ll then bring in your historical charts and files as soon as we can!

If you have any questions about this two-part approach, please don’t hesitate to reach out through your scheduled import.

Exporting Office Ally EHR 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.

You can also print or export and store your past Receivables for reference outside of Jane.

Other Data

If you see other reports within your Office Ally account that you are wondering about importing just let us know! In most cases, the data (excluding BILLING data) that is exported to Excel or CSV can be imported in some capacity. You can learn more about what kind of data Jane can import in our Diving Deeper into Importing to Jane guide document.

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 area.

You can find an overview of this process here: Scheduling Your Import

📹 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.

If you need any further help getting all set up to run with Jane, just let us know and happy Importing!