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Importing from SimplePractice

Disclaimer: This guide uses our experience importing from different software, as well as any guides different software publish, to assist our customers in transitioning over to Jane. If you have any difficulty downloading your data, it’s best to reach out to your current software provider directly.

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

Let Jane be your helping hand while you’re transitioning your busy practice. We have dedicated staff to ensure switching over is easy 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.

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Take a look through our Security and Trust page to find out how we’re keeping you safe, and what it means to be SOC 2 Type 1 Certified.

What can you expect?

While you’re making the switch over to Jane, SimplePractice allows you to export most of your data fairly easily. Below are step-by-step instructions on getting as much as you can export from there, which you can provide to Jane. The below instructions are very important as we require you to let us know a bit of information, and what to expect from us post-import.

What can we import?

Exporting your Client Demographics and Charts from SimplePractice

You can export both your client and chart data from SimplePractice all at once using their Data Export feature.

To export the client demographics and full chart history for your clinic, you can follow these steps:

  • From the SimplePractice dashboard, click Analytics in the left-hand menu
  • Under the Analytics section, select Reports
  • If needed, you can filter the report by date range, client status, client type or Insurance Payer
  • Select the Export dropdown button
  • On the data export page, select one of the following options:
    • A Primary Clinician: If there is more than one staff member in your account, select this option. This separates the data by a clinician, which allows us to import the charts under the correct author. You’ll want to perform the export for each clinician transferring.
    • All Clients: If there is only one staff member in your account (i.e. solo practitioner), select this option.
  • Select Complete
  • Select whether you would like to password-protect the file. If you choose to add a password, please provide the password in a message in the secure import area in Jane
  • Generating your export will take a few minutes, and you will receive an email letting you know when this file is ready to download. After you receive this email, you should return to the Data Export page where you’ll see a link to download the export file to your computer

Feel free to pop over to SimplePractice’s detailed exporting guide that has some handy visuals for reference.

💡 A Note about Emergency Contacts

From what we’ve seen from SimplePractice, it’s common for Emergency Contacts to be included as part of the exported client demographic data.

If you have Emergency Contacts, no worries! We’re happy to either exclude them from your import or import them as inactive clients. To help us isolate the Emergency Contacts, you’ll simply want to provide us with two additional files: the Client Details report and the Client Demographics report.

Please note: These reports also include Active/Inactive status, Member Since date, Sex, Gender Identity, and Insurance policy information. You’ll want to include these files if you require those additional demographics in client profiles.

Exporting Additional Client Demographics

To export both the Client Details and Client Demographics reports mentioned above, you can follow these steps:

  • In SimplePractice, navigate to Reports in the left-hand menu
  • Scroll down to the Clients & Appointments section
  • Click to open each of the following reports to export:
    • Client Details
    • Client Demographics
  • Click the Export button in the top-right corner
  • Select CSV or Excel from the dropdown (either is fine)

If you’re not seeing the Client Demographics report in the Clients & Appointments section, you may need to connect with the clinic owner to be provided with that file.

It’s also our understanding that the Client Demographics report is only available for customers on Simple Practice’s Essential and Plus plans.

For Active/Inactive status details, you’ll want to filter the Client Details report two times: once for Active and again for Inactive status. As far as we’re aware, it’s not currently possible to include both statuses in the same file. Please ensure you name the Active and Inactive files accordingly so our team can accurately reflect this on your clients’ profiles.

Exporting Appointments from SimplePractice

Currently, SimplePractice only allows you to export past appointment records.

To provide us with past historical appointments, you can follow these steps:

  • In SimplePractice, navigate to Reports in the left-hand menu
  • Scroll down to the Clients & Appointments section
  • Click to open the Appointment Status report
  • Click on the calendar icon to filter for past appointments from the earliest date up to today’s date to capture the full range of past appointments
  • Click the Export button in the top-right corner
  • Select CSV or Excel from the dropdown (either is fine)

💡 A Note about Treatment Names & Treatment Duration

When we import the past appointments, we use Clinician Name + Billing Code to create a placeholder treatment name (e.g. Import - Practitioner Name, Billing Code) as specific Treatment Name and Treatment Duration information is not included in the Appointment Status report. We also use the Unit column to determine treatment duration, operating with the assumption that 1 Unit = 60 Minutes. If the Unit is not 1 = 60 Minutes by default, please let us know what the standard time is for your clinic so we can reflect that in your import.

Once the import is complete, there is a simple step to update the past appointments with the existing treatment name and duration information in Jane.

Please note: as mentioned above, SimplePractice only allows you to export past appointments in the Appointment Status report as it’s not currently possible to filter the report past today’s date. Any future appointments will need to be added manually following the import.

For step-by-step instructions that include screenshots, you can follow this Appointment Status Report guide from SimplePractice.

Exporting your Insurance Policies from SimplePractice

In the Client Details report, mentioned previously, there are two columns with insurance information (“Insurance” & “Insurance ID”), which we’ll use to import your policies into Jane.

Please note that due to status information not being present in the report, we import all policies as Open. The policy status can be manually adjusted after the import.

SimplePractice Billing Data

We don’t import historical billing information as there are formatting issues between the two systems, however, we have a great guide on Transitioning Your Clients Credits/Receivables to Jane that you can follow along with to ensure that’s entered into Jane for you should you need to carry these over.

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 in the Settings > Schedule an Import area.

You can upload the .zip file (or files if there are multiple clinicians) as-is into the import along with any report files (Client Details, Appointment Status, etc.) directly into the import. If you password-protected your zip file, please Please remember to include the password in a message in the secure import area.

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

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