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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.


Here’s what we know about moving from SimplePractice to Jane.

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.

We’re secure, too. We’ve got the badge to prove it

Whether it’s your schedule, charting, or our Free Telehealth Features, Jane keeps you and your patients completely safe and secure.

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 exported 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?

  • Client Demographics, which populate client profiles in Jane
  • Past Appointments (Please see information below on what’s required for appointment imports)
  • Charts (Please see information below on what’s the recommended way to provide us with practitioner chart data)
  • Insurance Policies (Coming Soon)

Appointments

There are a couple of nuances to the appointments that we want to let you know during your transition. The first is that SimplePractice doesn’t provide any Treatment Name or End Time so we’re not able to specifically identify a duration either. In the below instructions, we provide a workaround for you when importing appointments, but you can always speak with an import specialist about that to fully understand the transition.

Another fact to note is that you’ll only get historical appointments from the export. SimplePractice does not export future appointments. You will need to manually enter in those appointments.

Insurance Data

SimplePractice doesn’t export your insurance data in Excel or CSV, which we require to import data of this nature. However, SimplePractice does include a PDF in the chart export that includes your client’s insurance information, which you can refer to in order to create a new policy in their profile with accurate information.

We’re currently working on import tools that will accommodate the importing of PDF insurance data from SimplePractice.

Exporting your Client Demographics and Charts from SimplePractice

You can export your client and chart data from SimplePractice together. Depending on the volume of the data to be exported, we’ve had customers mention that they’ve seen exports completed sometimes in 30 minutes, and sometimes 3+ hours. It’s best to set some time aside to ensure you’re not rushed and aren’t stressed if it’s taking longer!

In order to export your Client Demographics and Chart history, you can follow these steps:

  • Go to My Account > Settings
  • Select Data Export under the Administration section on the left navigation pane
  • You have 3 options for what you can download: Complete, Sessions, Contacts (Select all)
  • On the data export page, select All Clients
  • 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

SimplePractice has a more detailed exporting guide with screenshots if you’d like to refer to that instead.

Please Note: When exporting the data for all clients and all practitioners at once, the charts are not able to contain accurate author information when imported due to everything being exported together as one data dump. It’s best if you can perform this step by exporting each practitioner one at a time.

Exporting Appointments from SimplePractice

As mentioned above, SimplePractice allows you to export appointments records, though, there is some information lacking on that report to make it as clean to import as some other software. So how do we import this for you with some accuracy?

We use two pieces of information that we import for you to be able to more easily identify appointment data. The Unit column contains information such as 1 or 0.75. Operating under the assumption that 1 Unit = 60 Minutes, we can import durations for each appointment. However, if the Unit is not 1 = 60 Minutes by default, you’ll want to let us know what the standard time is for your account for us to be able to import that.

For the Treatment Name, we import this as the Practitioner’s Name + Billing Code for that appointment. The final imported treatment type looks like Import - Practitioner Name, Billing Code. Using this method, you can generally assign the correct treatment type that you’ve created in Jane to each appointment to reflect the treatment type as well as duration information.

To get started, head over to your Calendar homepage > Reports > Appointment Status

From here, you can select whether you want to view an individual client’s appointment report, but you’ll want more than that! From what we have received in the past, we believe that customers have exported how Billers view the Appointment Status Report.

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

SimplePractice Billing Data

We don’t import 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 to us in the Settings > Schedule an Import area.

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