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Switching to SimplePractice

Switching to SimplePractice

Whether you’re switching from another EHR or physical records to SimplePractice, we’re dedicated to making your transition as seamless as possible. If you follow the steps in this guide, your existing clients can be imported directly into your new account within 1-3 business days from the time you upload your Switching template. We encourage you to import your existing client data into SimplePractice during your free 30-day trial, allowing you to fully and thoroughly test the features that we offer.  

Important: Currently, we’re only able to import your client list. We’re unable to import clinical documentation, diagnosis/treatment plans, billing history, or your existing calendar. See Step 4 for more information.

In this guide, we’ll cover:

Note: If you’re an existing customer switching between SimplePractice accounts, see Switching between SimplePractice accounts.


Switching from another EHR


Step 1: Exporting your client data

To begin importing your client data into SimplePractice, you can first export it from your previous EHR. Request that the export be in a CSV or Excel file format if possible. For detailed exporting instructions based on your previous EHR, see I’m switching from a different EHR. How do I export my client data from them?

Note: If you don’t see your previous EHR in this list, contact their support team to request an export. You also have the option to manually fill in your client data to our template. See Step 2 for more information.


Step 2: Uploading your client data

Download the SimplePractice Switching template

Once you have an export of your clients, you can download the SimplePractice Switching template and manually enter your client data. Below, you’ll find the template in CSV and Excel format:

Add your client data

After you download the Switching template, you’re ready to begin copying your client data into the corresponding columns, using the Jamie Appleseed demo client as an example.

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Important: Columns marked with an asterisk * are required and can’t be blank.

There are 8 columns in the Switching template that show all of the client information that we can import. Other demographic information will be collected directly from your clients via the Client Portal in Step 3

Note: If your previous EHR export includes any other columns or data fields that aren’t already listed in our Switching template, don’t include them in the template to avoid import errors. Additionally, don’t edit or update the column titles.

Below, you’ll find an overview of the columns in the ​​Switching template.

Importable column 

Details 

Active* (Yes/No) Each client must have a Yes or a No in this column to indicate if you’re actively seeing them. If you’re importing more than 500 clients, we recommend including only active clients to avoid unnecessary data in your client list.
First Name* This is a Required column.
Last Name* This is a Required column.
Name they go by This is an Optional column.
Primary Clinician* Include 1 primary clinician per client. The primary clinician selected must already exist in your SimplePractice account. For more information, see Adding and managing team members.
Mobile Phone This is an Optional column and can be requested from your client in Step 3. Please include only 1 phone number per client in a 10-digit format (Example: 999-999-9999).
Home Email This is an Optional column and can be requested from your client in Step 3. Please include 1 valid email address per client. Leave blank for minor clients who don’t have their own email address.
Home Email ok to send email (Yes/No)* Each client must have a Yes or a No in this column to indicate whether the client has opted in to receive emails from your practice. Selecting Yes won’t automatically send an email to the client, and you can update this at any time in the client’s settings. For more information, see Editing a client's information.

What to do if you have minors in your client list

If you see minors or other clients with contacts, include only information unique to the client on the Switching template. For example, if a teenage client has their own email address, list their email address and not their parent’s email address in the respective column. 

Important: If a minor or client with a contact doesn't have their own email address, leave their email field blank on the Switching template. 

Once the import is complete, you can manually add a contact for each client. For more information, see Adding a contact to an existing minor client.

What to do if you have couple clients in your client list 

Add each member of a couple as an individual client. After the import is complete, you can manually merge them as a couple. For more information, see What is the best way to create a new couple from existing clients?

Upload the file under Jamie Appleseed

Once you’ve filled out the Switching template, you’re ready to upload the file. To do this:

  • Navigate to demo client Jamie Appleseed’s Overview page
  • Click Upload

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    • You can also click Files > Actions > Upload files
  • Select the completed Switching template
  • Click Open

Once uploaded successfully, you’ll see the template on Jamie Appleseed’s client Files Overview page. On the client’s Overview page, click Files.

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  • Submit a help request to notify our team so that we can begin the import process
    • If you’re including minors or couple clients in your template, let us know in your help request

Step 3: Sending a Mass Document request to your clients

Important: We highly recommend double checking your imported client list and customizing your intake forms and consent documents before sending out the Mass Document Request. For more information on customizing forms and documents, see Creating customized templates in My Notes and Forms.

The Mass Document Request allows you to request updated documentation from your imported clients. After your client list is ready, you’ll be notified via email with a link to access your Data Imports.

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Note: The Mass Document Request can only be completed by Account Owners.

To send the Mass Document Request: 

  • Navigate to the Data Imports page from the email you received 
  • Click Send Document Request 

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  • Choose which intake forms you’d like to include

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  • Click Continue to Email to edit a mass email to send to your imported clients 

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  • Press Continue to Review to review details and send 
  • Click Share & Send Now  

This email will be sent to any client with a valid email address and a Yes under the Home Email ok to send email column on the imported Switching template.

Note: The Mass Document Request is a one-time irreversible action that doesn’t expire. You can choose to send the Mass Document Request at a later date. If you choose to wait, keep in mind that the Mass Document Request can only be used to request documents from imported clients and not any clients that were added to your account manually. For more information on requesting intakes from existing clients, see Sharing documents with existing clients

If your imported file is missing any required information, you’ll see a red error message in the Intake Document Request column. Clicking View Failed Recipients or View Details will show you the invalid or missing information.

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Click Edit to be taken directly to the client’s Client Info tab to add the necessary information.

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Once you’ve added the missing information for each client on the list, you can manually send an intake packet to each client. For more information on this process, see Sharing documents with existing clients.


Step 4: Storing client documentation and adding your calendar

You’re not able to automatically transfer your client documentation, such as progress notes or diagnosis/treatment plans, or your current calendar to SimplePractice. Instead, you can follow the workflows below to migrate both client documentation and your current calendar to SimplePractice.

Importing client documentation

Note: This step is optional if you have another way to properly store your clients’ old notes.

We offer 3 HIPAA-compliant ways for you to store and access client documentation from your previous EHR within your SimplePractice account.

Storage method  Details
Keep a central archive of all client documentation
  • Create a zip or compressed file with all exported notes from your previous EHR
  • Upload this zip or compressed file into the Business Files section of your account 
  • Note: This option is best if you don’t plan to access these notes regularly
Keep archives for individual clients
  • This option is helpful for clients with documentation that you want to access frequently
  • Create a zip or compressed file of the notes for each client
  • Upload each client’s file to the Files Overview page on the client’s profile
Save documentation to past appointments
  • This option is helpful to quickly access previous notes for regular clients
  • Recreate past appointments that you’d like to attach specific files to, such as previous progress notes    
  • Once you recreate past appointments, you can either copy and paste the text of the previous note into the progress note template, or you can directly attach the note file by clicking the paperclip icon in the progress note 
  • Note: Instead of recreating all past appointments, you can recreate only the most recent sessions

For detailed instructions on how to create a zip (compressed) file, see How do I create a zip or compressed file? To learn how to combine PDFs to make them more easily accessible for your reference, the following guides are helpful resources: 

Importing appointments from your previous EHR

There isn’t a way to import your existing calendar into SimplePractice directly, so we recommend manually adding future appointments to your SimplePractice calendar. Please see Adding and managing appointments for more information. 

If you’d like to sync your Apple, Outlook, or Google Calendar, see: 


Switching from physical records

When switching from physical records, there are 2 options for importing your clients into SimplePractice. 

Using the SimplePractice​​ Switching template

You can use the SimplePractice Switching template to import your clients directly into your account. Using the Switching template saves you time by allowing you to complete steps simultaneously.

Step 1 

Step 2

Step 3 

Note: For more information on each of these steps, see Switching from another EHR

Adding each client manually

Alternatively, you can manually add each client individually. For detailed instructions, see Adding a new client and navigating your Clients and Contacts list.

Note: Manually added clients aren’t eligible to receive the Mass Document Request. Instead, intake documents must be sent to each client individually. For more information, see Sending an intake.


Switching between SimplePractice accounts

If you’re an existing customer switching between SimplePractice accounts (group to solo, solo to solo, solo to group), please submit a help request so that our team can help you with this process. 

Note: To import your data from another SimplePractice account, you must be switching from an active account. 

If you haven’t already done so, create a new free trial account and include the following information in your help request: 

  • The full name and the email address associated with the new SimplePractice account 
  • If you were a part of a group practice, provide the Account Owner’s full name and email address associated with their SimplePractice account
    • It’s necessary to include the previous Account Owner to obtain an export of your client list and demographic data 

Important: For group practices, we’re only able to export data for existing clinicians. This process must be completed before a clinician is deleted from the account. 


FAQs


I’m switching from a different EHR. How do I export my client data from them?

Below, you’ll find an overview of the data export instructions for common EHRs. 

Note: If you can’t find your previous EHR, please reach out to your EHR directly to request an export.

EHR Data export instructions
TherapyNotes Contact TherapyNotes directly to request an export here.
TheraNest Follow TheraNest’s guidelines for exporting client data.
Office Ally Contact Office Ally directly to request a client demographics report here.
TherapyAppointment Click My Profile on the left-hand menu and scroll down to locate the Data Export section. From here, you can export data on Clients, Client Contacts, Insurance Policies & Benefits, and more.
Practice Fusion Follow Practice Fusion’s guidelines for exporting client data.
My Clients Plus Contact My Clients Plus at 877-820-4153 to request a client demographics report.
TherapySites Contact TherapySites at 866-597-2674 to request a Demographics Export.
Therasoft Contact Therasoft at 888-435-8203 to request an export.
Yellow Schedule Navigate to the Contacts page and click Export to generate and download a report into a CSV file.
Full Slate Follow Full Slate’s guidelines for exporting your client list.

My clients have been successfully imported. What are my next steps?

After your clients are imported, we highly recommend double checking your client list and editing your intake forms and consent documents before sending out the Mass Document Request.

If you see clients as couples, you can manually create a couple profile for them in your account. For detailed instructions on creating a couple profile, see What is the best way to create a new couple from existing clients? To learn more, see Enhanced Client Management for couples.

If you see minors or other clients with contacts, manually add contact info for each client. For detailed instructions, see Adding a contact to an existing minor client. To learn more, see Enhanced Client Management for minors.


How do I create a zip or compressed file?

Below, you’ll find the steps for creating a zip or compressed file on Windows and Mac. 

On Windows

  • Locate the file or folder you want to zip
  • Right click the file or folder
  • Select Send to
  • Click Compressed (zipped) folder

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This will create a new zipped folder with the same name and .zip extension in the same location.

  • To rename it, right click the file or folder and select Rename
  • To unzip a file or folder, click and drag it to a new location

On a Mac

  • Locate the file or folder you want to compress
  • Right click the file or folder
  • Select Compress “FILE NAME” 
    • If compressing multiple files, select Compress 

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If you compress a single item, the compressed file will have the name of the original item with the .zip extension. If you compress multiple items at once, the compressed file will be named Archive.zip

  • To rename the file, right click the file and select Rename
  • To expand a compressed file, double click the .zip file

For more information, see Compressing documents.


How do my clients access my new Client Portal in the mobile app?

If your clients are using the SimplePractice Client Portal app, they can switch to their profile for your new practice in the mobile app by following the steps in the Switching profiles client guide.


How long does it take to switch to SimplePractice?

Once you’ve uploaded the completed Switching template, our team will import your clients within 1-3 business days, if no edits are needed. This process can be delayed if the template is filled out incorrectly, there are errors during the import process, or a large number of clients are being imported. 


Can I merge or link my accounts?

For the safety and security of your client’s information, we’re not able to merge one SimplePractice account with another. 

To become part of a SimplePractice group practice account, you can be invited by the Account Owner or a Practice Manager. After you're added as a new team member, you'll receive an email invitation prompting you to create your personal login for the group practice account.

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Note: For information on adding a new team member, see Adding and managing team members.


Where can I find the SimplePractice Switching template?

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