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Importing from Tebra

  1. Importing from Other Software
  2. Importing from Tebra

    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 practice. We have dedicated staff to ensure switching over is easy and can answer any questions that come up along the way. 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 Tebra 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 support and dedicated imports team 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, you can feel free to reach out to us and ask any burning questions you have!

What can you expect?

Coming from the Tebra, we’ve successfully brought over patient demographics, payors & insurance policies, chart notes, and files from this system. Below you’ll find step-by-step instructions for how to export your data when you’re feeling ready to make the switch to charting, billing and booking in Jane 💙

What can we import?

  • Patient List (with demographic data)
  • Payors & Insurance Policies
  • Chart Data + Files

Exporting your Patients from Tebra

To export your Patient List also known as the Patient Demographic Export from Tebra, please follow these steps:

  1. Click Reports > Patients > Patient Demographic Export. The Patient Demographic Export window opens.
  2. Click Customize. The Customize Report - Patient Demographic Export window opens.
  3. Click the Balance drop-down arrow and select All Balance.
  4. Click OK. The Patient Demographic Export window returns and the report generates then displays Export Completed when finished.
  5. Click Excel or CSV. The Save As dialog box opens then save the file as necessary in a secure folder.

If the Active Vs Inactive status is not provided in the patient list report, all clients are imported as active unless otherwise specified. This report also contains the data for Payors and Insurance Policies from what we have seen in the past - We can also import this data as part of the process ☀️

💡 Helpful hint: Tebra also has a guide on exporting this report in case that helps: Patient Demographic Export

Exporting Appointments from Tebra

We have not seen this data come over from Tebra in the past. We would recommend reaching out to the Support Team over at Tebra to inquire if it is possible to export the data related to all past and future appointments for your practice.

Exporting your Payors & Insurance Policies from Tebra

Payor and insurance policy information can be imported into Jane. This data from what we have seen in the past is part of the Patient Demographic Export as mentioned above.

Exporting your Chart Notes from Tebra

From what we have seen in the past ➡️ Tebra can export patient clinical data in bulk. The patient clinical data exports as individual XML Summary of Care files for patients with clinical notes created, signed, co-signed, or assigned by/to the selected provider during the timeframe specified. In addition to the Summary of Care file, the export also includes patients’ documents.

‼️ We will need to review the XML data provided once uploaded to ensure it is structured & mappable with the rest of the data provided for this process.

To begin this process, please follow the steps below:

  1. Hover over the User icon and click on Practice Settings. The Practice Settings page opens.
  2. Click Data Management. Additional setting options expands.
  3. Click Export Patient Data. The Export Patient Summaries page opens displaying one-time exports and recurring exports from the last 60 days. For this process, you would be using the one-time export option.
  4. Click Run Export. The Run Export pop-up window opens.
  5. Date range: Select a date range to include patients based on when they were seen by the provider.
  6. Provider: Select all providers or a specific provider from the drop-down to include in the export.
  7. Export Date: Select when to run the export.
  8. Now: Click to select “Now” to generate the export now.
  9. Date Range: Click to select the date range option. Then, select the date and time to generate the export.
  10. Click Run Export. The requested export displays under the Patient Summaries list with the status of Pending.

Once the export is ready, the status changes to Ready and the user who initiated the export receives a notification via the Message Center.

  1. Click the download icon to save the zip file which you would upload directly to Jane’s import area as part of the process.

💡 Helpful hint: If you happen to open the zip file before uploading it to Jane, please re-zip the file again before uploading it into the Import Request. You can read all about Zipping Files Here 😊

⚠️ Please note that the chart export from Tebra does not contain any author information as is, and therefore when we import this data into Jane, the author of all chart entries defaults to a generically created Admin Account as part of the process. This can of course be merged into a staff profile you have created which would amalgamate all the data as needed. When completing the Chart Export from Tebra, you do have the option to export data per practitioner which may allow for further filtering as needed. Potentially, you could run the bulk export practitioner-by-practitioner and then identify the corresponding zip file for each staff member when uploading to Jane which would help us import the data specific to each practitioner as the author of the chart data.

Uploading Your Data into Jane

Thanks for following all those steps to export your data - you’re one tough cookie 🍪

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 data you exported from Tebra.

For a walkthrough of the import process from start to finish, please review our guide on Scheduling Your Import

You did it! We appreciate you making it through that 😅 – Once the files have been uploaded and you’ve clicked the Done button in the import, we’ll bring 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 💙

Tebra Billing Data

We aren’t able to import billing information such as Accounts Receivable or Credits as there are formatting issues between the two systems, but our understanding is that Tebra allows for the export of your billing data to back up files prior to your subscription expiring, so you can retain access to this information after your Tebra access has ended. We would recommend reaching out to the Support Team over at Tebra for further support with this.

We also have a great guide on Transitioning Your Clients Credits/Receivables to Jane that you can follow to ensure those are entered into Jane should you need to carry those over.

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. If you have any difficulty downloading your data, it’s best to reach out to your current software provider directly for assistance.
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