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Importing from OptimisPT

  1. Importing from Other Software
  2. Importing from OptimisPT

    3. 9 min read
    Balance Plan Practice Plan Thrive Plan

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

Let Jane be your helping hand while you’re transitioning your busy physical therapy 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 OptimisPT 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 may have!

What can you expect?

Coming from OptimisPT, we’ve successfully brought over patients, past & future appointments, insurance policies, insurers, 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 OptimisPT

To export your complete list of patients from OptimisPT, please follow these steps:

  1. Click the Reports icon 📊 on the left-hand menu
  2. From the Reports dropdown, select the Complete Patient List report
  3. Keep the dropdown below set to For Practice to capture all patients
  4. Check all the boxes halfway down (Include Patient Address, Email, Birthdate, Phone, Date Last Seen, Patient Portal) ☑️
  5. Adjust the Start Date to before you started using OptimisPT
  6. Adjust the End Date to today’s date
  7. Click the View Report button to generate the report
  8. Once the report runs, up at the top, click the Download Excel (CSV) button
  9. A banner will pop up letting you know the file will be delivered to your email

Exporting your Appointments from OptimisPT

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

  1. Click the Reports icon 📊 on the left-hand menu
  2. From the Reports dropdown, select the Daily Visits by Status report
  3. Keep the dropdown below set to For Practice to capture appointments for the entire practice
  4. Scroll to the bottom and adjust the Start Date to the first day of the year (OptimisPT only allows the report to be filtered a year at a time)
  5. Adjust the End Date to the last day of the year
  6. Click the View Report button to generate the report
  7. Once the report runs, up at the top, click the Download Excel (CSV) button
  8. Repeat steps 4-7 for each year to capture all past (and future!) appointments

💡 Helpful hint: If you’re looking to export appointments for only one therapist, you can select For Therapist from the dropdown and then select their name.

Exporting your Insurance Policies from OptimisPT

To export the insurance policies for your patients, please follow these steps:

  1. Click the Reports icon 📊 on the left-hand menu
  2. From the Reports dropdown, select the Insurance Verification report
  3. Keep the dropdown set to For Practice to capture policies for all patients
  4. Keep the dropdown below set to By Insurance
  5. Select an Insurance from the dropdown menu
  6. Adjust the Start Date and End Dates to be the full date range you’ve been using OptimisPT
  7. Click the View Report button to generate the report
  8. Up at the top, click the Download Excel (CSV) button
  9. Repeat steps 5-8 for each insurance in the dropdown

⚠️ Heads up: Group # information is not included in the export. If you open up the CSV file, there is only Member ID included, no Group or Plan #s. If required, we recommend reaching out to OptimisPT to see if it’s possible to export this information.

Exporting your Insurers from OptimisPT

To export your list of insurers from OptimisPT, please follow these steps:

  1. Click the Settings cogwheel ⚙️ on the left-hand menu
  2. Click on Billing (on the left)
  3. Select the Insurances tab
  4. Click the Download Insurances link on the right

Exporting your Charts from OptimisPT

OptimisPT is able to provide a batch export of your charting data upon cancellation of your account. Once the account has been cancelled, the export will be provided within 15 days according to OptimisPT. We recommend reaching out to OptimisPT for more information on requesting the batch chart export: Contact OptimisPT

As the chart export takes additional time, we’ve created a handy timeline for navigating the process of exporting your data and making the switch to Jane 💙

  1. Sign up with Jane
  2. Work through the setup steps to the point where all staff are feeling comfortable making the switch to booking, charting, and billing in Jane (our Jane University can assist with this)
  3. Once you’re ready, schedule the import in your Jane account
  4. When the time comes to export your data, follow the steps above to export your Patient List, Appointments, Insurance Policies, and Insurer files from OptimisPT
  5. Upload the files in your import in Jane. Our team will bring the data in within 48 hours. Following completion of the import, ALL staff members will begin using Jane from then on
  6. Cancel your OptimisPT account and request the batch chart export
  7. After 15 days, once you’ve received the batch chart export, you can schedule an additional import to bring over your charting. The charts will be imported into the existing patient profiles 🙂

🎁 A gift from us: When signing up, a two-week grace period can be requested in the sign-up notes to assist with the transition phase

Bringing over Referral Information

In case you’d like to bring over referral info (i.e. how your patients heard about your practice), you can follow steps similar to those above to also export the How Did You Hear About Us report.

Uploading Your Data into Jane

Thanks for following all those steps to export your data - you’re incredible 🙂

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, insurance policies, and insurers CSV files.

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 💙

OptimisPT 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 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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