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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 also have the option to export data for all of a primary clinician’s clients.

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

Note: If you or a team member are switching between SimplePractice accounts (Group to Solo, Solo to Solo, or Solo to Group) and need help exporting data, see our guide to Switching between SimplePractice accounts.

In this guide, we'll cover: 


Exporting data for solo practices

To initiate a data export within a solo practice, follow these steps:

  • Go to Settings > Data Export.
  • Click Start Export.
  • Choose whether you’d like to export data for All clients or A single client.

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  • Select the type of export you’d like to perform: 
 Export types Information included
 Complete

Progress Notes, Psychotherapy Notes, Mental Status Exams, Assessments, Diagnosis and Treatment Plans, Chart Notes, Administrative Notes, client contact information, Insurance Claims, Invoices, Statements, Superbills, Intake Questionnaires, Secure Messages, and Stored Documents.

Note: Secure Messages with a client's Contacts won't 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 Google, Outlook, and Apple contacts, and other address book programs.

Note: Client contact information will appear as a vCard (.vcf file), Secure Messages with clients will appear as a plain text (.txt) file, and all other documents will appear as PDFs. We’re not able to export data in Excel or CSV file formats at this time.

  • The Require a password to open file (recommended) option will be selected by default.
    • If Require a password to open file (recommended) is selected, a unique password will be required to access the file. If you’d prefer to opt out of password protecting the file, uncheck the Require a password to open file (recommended) box.

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  • Click Export.

Generating your export will take a few minutes. You'll receive an email notification when the file is ready to download. After receiving this email, return to the Data Export page, where you'll see a link to download the file to your computer.

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Note: 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 more information on supported browsers, see What are the minimum requirements for successfully using SimplePractice?

If you choose to password protect the file, you’ll be prompted to enter the password after downloading the file. When viewing the exported file, the information will be divided into the following folders:

 Folders Information included
 Billing Documents

Insurance Claims, Invoices, Statements, and Superbills.

Note: 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, Assessments, Diagnosis and Treatment Plans, Administrative Notes, Chart Notes, and Intake Questionnaires.
 Psychotherapy Notes Any Psychotherapy Notes you have created for each client.
 Secure Messages Secure Messaging history with each client.
 Stored Documents Any documents you have stored in each client's profile.

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Tip: Whether you're looking to cancel your account or simply back up your client records, we recommend performing a data export.

After downloading the data export, you can print any of the included documents. To do this, open the document you'd like to print and select Command P or Control P.


Exporting data for group practices

Only Account Owners can perform a data export. If you're a clinician that is part of a group account, you'll need to contact your Account Owner to request a data export. If you have multiple clinicians in your practice, you’ll see an option to filter your export by primary clinician.

Note: If you’re exporting data by clinician, the file will include all data for each client they’re assigned to as primary clinician. If a client was seen by multiple clinicians, the data export may include documentation for appointments held by other clinicians, depending on how appointments were scheduled. To learn more about sharing clients while keeping documentation separate, see our guide to Sharing clients. At this time, there’s no option to filter an export by client and clinician.

To initiate a data export within a group practice:

  • Go to Settings > Data Export
    • Any exports generated within the past 24 hours will appear under Recent Exports
  • Click Start Export 
  • Select the data you’d like to export: All clients, A single client, or A primary clinician
    • If you select A single client or A primary clinician, use the drop-down menu to select the individual that you'd like to filter by

selectaprimaryclinician.simplepractice.dataexport.png

  • 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, Assessments, Diagnosis and Treatment Plans, Chart Notes, Administrative Notes, client contact information, Insurance Claims, Invoices, Statements, Superbills, Intake Questionnaires, Secure Messages, and Stored Documents.

Note: Secure Messages with a client’s Contacts won’t 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 Google, Outlook, and Apple contacts, and other address book programs.

Note: Client contact information will appear as a vCard (.vcf file), Secure Messages with clients will appear as a plain text (.txt) file, and all other documents will appear as PDFs. We’re not able to export data in Excel or CSV file formats at this time.

  • This screen is also where you'll indicate whether you'd like to password protect the exported file
  • When you're ready, click Export

We’ll send you an email when the file is ready for download from the Data Export page.


FAQs


Why is my data export asking for a password?

When you request a data export, the exported file will be protected and encrypted with a secure password. If you don’t want to password protect the data, you can deselect the checkbox next to Require a password to open file (recommended) before clicking Export. We do not recommend disabling this feature.


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

SimplePractice will generate a unique password for each data export. This will be different from your account password. To view your data export password, navigate to Settings > Data Export. You can click Copy in the Password column, then paste the password into the required field when you open your export.

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Note: You’ll also receive an email from SimplePractice with your data export password.

Access to the data export and password will expire from the Data Export page after 24 hours. If you can’t locate your data export password or the email containing this information, you’ll need to request a new export.

Important: We aren’t able to retrieve passwords for expired data exports.


How is client documentation timestamped in a data export?

When client documentation is downloaded from a client’s profile or as part of a data export, there are two timestamps included at the bottom of the document: Created on and Last updated on.

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The Created on timestamp corresponds with the date and time the document was created. If the document was edited after it was created, the Last updated on timestamp will update accordingly.

You can edit the date and time for chart notes, mental status exams, and diagnosis and treatment plans to accurately reflect when these occurred. To do this, navigate to the client’s Overview page, open the document in question, and adjust the date and time:

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For chart notes, the date and time assigned to the chart note will be reflected at the top of the downloaded document under Noted on. This will appear in addition to the Created on and Last updated on sections at the bottom of the page.

notedon.simplepractice.dataexport.png

For mental status exams and diagnosis and treatment plans, the downloaded document will not include a Noted on section and will only show the Created on and Last updated on timestamps. 

Note: If you’d like to note when the mental status exam occurred, or when the diagnosis and treatment plan was assigned, we recommend including this information within the text of the MSE or treatment plan.

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