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Data export: Exporting client information

Data export: Exporting client information

Exporting client information is simple with our data export feature. In a solo practice, you can export data for a single client, or for all of your clients at once. If you have multiple clinicians in your practice, you can also choose to filter by primary clinician to export the data for all of their clients' data at once.

Exporting your data can help you maintain accurate records or comply with requests from verified 3rd parties such as lawyers, law enforcement agencies, or court systems. Currently, we only export in the vCard format (.vcf) and we are not able to export data to Excel or CSV file formats at this time.

In this guide, we'll cover: 


Exporting data for solo practices

Download options

You have 3 options for what you can download: 

 Export Types Information included
 Complete

Progress Notes, Psychotherapy Notes, Mental Status Exams, Assessments, Diagnosis and Treatment Plans, Chart Notes, client contact information, Invoices, Statements, Superbills, Intake Questionnaire, Secure Messaging, and Stored Documents.

Note: Secure Messages with contacts will not be included in the Data Export.

 Sessions Progress Notes, Psychotherapy Notes, Mental Status Exams, Assessments, Diagnosis and Treatment Plans, Chart Notes, and Intake Questionnaires. This export type does not contain client contact information.
 Contacts Client contact information exported in vCard (.vcf) format for easy import into address book programs such as Gmail, Outlook, and Apple address book.

Note: We are not able to export data to Excel or CSV at this time.

On the data export page, you’ll also see a menu allowing you to select All Clients or a specific client’s name:

allclients.simplepractice.dataexport.png

You can choose to have your file password protected by selecting Password protected file. Please note that this may not work with all browsers. If you check this box, SimplePractice will create a unique password you will use to open the file.

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. 

readyfordownload.simplepractice.dataexport.png

If you selected to password protect the file, you will be prompted to enter the password. Once you gain access to the exported data, you'll notice that the export information is divided into the following folders:

 Folders Information included
 Billing Documents Invoices, Statements, and Superbills.
 Contacts Client contact information.
 Medical Records Progress Notes, Mental Status Exams, Assessments, Diagnosis and Treatment Plans, and Chart Notes.
 Psychotherapy Notes Any Psychotherapy Notes you have created for each client.
 Stored Documents Any documents you have stored in each client's profile.

exportedfile.simplepractice.dataexport.png

Note: If insurance information was included in a client's demographics information, that will also be available in the data export.

Tip: Whether you're backing up your records or cancelling your account, performing a data export is the best option at this time if you need to create or print entire records for all clients or a single client.

After you complete your individual client Data Export, you may need to print and share it with the client or a third party that’s requesting their records. To print any of these documents, select the folder, then click on the document that you'd like to print. You can then open the document and select Command P or Control P to print.


Exporting data for group practices

Important: Only Account Owners can export data from accounts. If you're a clinician that is part of a Group account, you'll need to contact your SimplePractice Account Owner to request a data export.

If you have multiple clinicians in your practice, you now also have the option to filter your data exports by selecting a primary clinician to only export their clients' data. 

Note: If an individual clinician is selected, the export will include all data for each client that they are assigned to as the Primary Clinician. If a client is seen by multiple clinicians, the export will include data for appointments held by another clinician. There will not be functionality to filter by both a client and a clinician.

To initiate a data export:

  • Go to Settings > Data Export
    • If any files have been exported within the past 24 hours, they will appear on this page
  • Click Start Export StartExport.SimplePractice.DataExport.png
  • Select what data you would like to export. You may choose from: All clients, A single client, or A primary clinicianWhatData.SimplePractice.DataExport.png
  • If you selected A single client or A primary clinician, use the search bar or drop-down to select the individual that you'd like to filter by
  • Then, select what type of export you'd like to perform: Complete, Sessions, or Contacts:
     Export Types Information included
     Complete

    Progress Notes, Psychotherapy Notes, Mental Status Exams, Assessments, Diagnosis and Treatment Plans, Chart Notes, client contact information, Invoices, Statements, Superbills, Intake Questionnaire, Secure Messaging, and Stored Documents.

    Note: Secure Messages with contacts will not be included in the Data Export.

     Sessions Progress Notes, Psychotherapy Notes, Mental Status Exams, Assessments, Diagnosis and Treatment Plans, Chart Notes, and Intake Questionnaires. This export type does not contain client contact information.
     Contacts Client contact information exported in vCard (.vcf) format for easy import into address book programs such as Gmail, Outlook, and Apple address book.

    Note: We are not able to export data to Excel or CSV at this time.

  • This screen is also where you'll indicate whether or not you'd like to require a password to open the exported file. When you're ready, click Export:

export.simplepractice.dataexport.png

Once the export is complete, we will send you an email to let you know that the file is available.

 


Why is my Data Export asking for a password?

When you request a Data Export from SimplePractice, the export will be protected and encrypted with a secure password. If you do not want to password protect your data when exporting, deselect the checkbox next to Require a password to open file (recommended) before clicking Export. We do not recommend disabling this feature.

password.simplepractice.dataexport.png

Where's the password? My account password doesn't work for the export.

This password is system-generated and is not your account password. The system-generated password will display in your Recent Exports. You can click Copy to copy the password. Copying the password will then allow you to paste it into the password field when you open your export.

If you did not record the password and your export is not displaying in the Recent Exports list, you will need to export your data again.

We can't retrieve old passwords for your export if you forgot the password. You will need to generate a new export.

copypassword.simplepractice.dataexport.png

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