Use the data export feature to export client information for your own records, or to respond to requests for client data. Depending on your practice type, you can export data for one client, all clients, or all clients for one primary clinician.
Note: If you or a team member are transferring between SimplePractice accounts and need help exporting data, see our guide for Transferring client data between SimplePractice accounts.
In this guide, we'll cover:
- Beginning your data export
- Downloading and viewing your data export
- Exporting data with restricted clients
- FAQs
Beginning your data export
Only the Account Owner and a practice manager with data export permissions are able to perform data exports. If you're a clinician that is part of a group practice, you'll need to contact your Account Owner or practice manager to request a data export.
Note: To grant a practice manager the permission to export client data, see Updating a team member’s roles.
To initiate a data export:
- Navigate to Settings > Practice > Data export
- Click Start export
- Choose whether you’d like to export data for All clients in the practice, One client, or All clients for one clinician (for group practices only)
Note: If you choose All clients for one clinician, use the dropdown menu to Select a primary clinician.
- Select the type of export you’d like to perform: Complete, Sessions, or Contacts
| Export types | Information included |
| Complete | Progress notes, psychotherapy notes, mental status exams, other documents, diagnosis and treatment plans, chart notes, administrative notes, appointment memos, client contact information, insurance claims, invoices, statements, statements for insurance reimbursement (superbills), intake questionnaires, Secure Messages, and stored documents |
| Sessions |
Progress notes, psychotherapy notes, mental status exams, other documents, diagnosis and treatment plans, chart notes, and intake questionnaires Note: This export type doesn’t contain client contact information. |
| Contacts | Client contact information exported in vCard (.vcf) format for easy import into Google, Outlook, and Apple contacts, and other address book programs |
Note: When you’re selecting this type of export, you can also check whether to Include separated data of restricted clients. For more information, see Exporting data with restricted clients.
- Keep Require a password to open file (recommended) selected to password protect the export
- If you’d prefer to opt out of password protecting the file, uncheck the Require a password to open file (recommended) box
- Click Export
Note: Access to the data export and its password (if required) will expire after a week. Our team is unable to retrieve passwords for expired data exports.
Downloading and viewing your data export
When the data export file is ready to download, you'll receive an email notification when the file is ready to download.
To download your data export:
- Navigate to Settings > Practice > Data export
- Under Status, click Ready for download
If you chose to password protect the file:
- Click Copy next to the Password for the respective export
- Open the export’s zip file on your computer and paste the password
The data export will include information divided into the following folders:
| Folders | Information included |
| Administrative | Administrative notes and appointment memos |
| Billing Documents |
Insurance claims, invoices, statements, and statements for insurance reimbursement (superbills) If a client has insurance information in their profile, it will be included in this folder |
| Contacts | Client contact information |
| Medical Records | Progress notes, mental status exams, other documents, diagnosis and treatment plans, chart notes, and intake questionnaires |
| Psychotherapy Notes | Any Psychotherapy notes you have created for each client |
| Secure messages | Secure Messaging history with each client, contact, and team member within the practice |
| Stored Documents | Any documents you have stored in each client's profile |
Each of these will link to a folder for each client that contains their respective documents.
Exporting data with restricted clients
If you have clients with restricted access in your practice, you’ll have an option of including their data in your data export.
Note: For more information on clients with restricted access, see Restricting access for a client’s profile.
When you’re beginning your data export, you’ll see a checkbox to Include separated data under the type of export you’d like to perform. This box is checked by default.
When this box is checked, all of the client’s information will be included in the data export. If this box is unchecked, only the restricted client’s contact information will be included in the data export. All other information (i.e. diagnoses, billing documents, Secure Messages) for the restricted client will be excluded.
FAQs
Below are some frequently asked questions about data exports.
- Are data exports logged in the Account Activity page?
- What data will be included in an export for clients seen by multiple clinicians?
- Why am I getting an error message when trying to open the exported file?
- How can I download my client's contact information in CSV or Excel format?
- Are client appointments included in a data export?
Are data exports logged in the Account Activity page?
A data export performed in your SimplePractice account will be logged in the History tab of the Account Activity page. For more information, see Tracking changes and viewing account activity.
What data will be included in an export for clients seen by multiple clinicians?
If you’re exporting data for one clinician, the file will include all data for each client they’re assigned to as primary clinician. If a client seen by multiple clinicians is included in the data export, the data export may also include another clinician's information with the client. This includes their Secure Messages or documentation for sessions with the client.
If a client is seen by multiple clinicians, we highly recommend that you review their file before sharing it with others. At this time, there’s no option to filter an export by the information shared between one client and clinician.
Note: To learn more about sharing clients while keeping documentation separate, see our guide to Sharing clients.
Why am I getting an error message when trying to open the exported file?
If you receive an error message when opening the exported file, it may be related to your browser settings. We recommend downloading the file using a different supported browser. For example, if you’re using Safari, try using Google Chrome instead.
For more information on supported browsers, see Preparing your operating system and browser for SimplePractice.
How can I download my clients' contact information in CSV or Excel format?
While client contact information can’t be exported in CSV or Excel format through our data export feature, the Client details report includes client contact information, including email addresses.
To export this report in CSV or Excel format, see Client details.
Are client appointments included in a data export?
Data exports don’t include client appointments. However, you can generate an Appointment status report and export this to obtain information on client appointments. To do this, see Navigating the Appointment status report.