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Getting started with transferring between SimplePractice accounts

Nadya
Updated

To get started, use this guide to first review what data can be transferred between SimplePractice accounts, and how to prepare for the transfer process. We’ll cover: 

Understanding what can be transferred between accounts

To transfer between SimplePractice accounts, our team will need to export the client list of the transferring clinician as a spreadsheet. Our team uses this spreadsheet to import the client profiles into the new account.

Important: To perform this export, our team will require written consent from the Account Owner of the original account.

The client list spreadsheet includes active and inactive clients for whom the transferring clinician is listed as the primary clinician. For each client, the following information can be transferred:

Category Items
Demographic information
  • First and last name
  • Name they go by
  • Date of birth
  • Sex
  • Address
  • Email address(es)
  • Phone number(s)
  • Consent to contact by email and/or phone
  • Billing type (Self-Pay or Insurance)
Clinical information
  • Active or inactive status
  • Primary clinician
  • Whether they’re a minor
  • Date first seen
  • Diagnoses 
    • Treatment plans are not included
Insurance information
  • Payer ID
  • Member ID
  • Group ID
  • Default copay
  • Subscriber information, including:
    • Relationship to subscriber
    • First and last name
    • Date of birth
    • Sex
    • Address
Information for the client’s first contact
  • First and last name
  • Email address
  • Consent to contact by email
  • Phone number
  • Relationship to client

Note: All clients of the transferring clinician will be included in the spreadsheet to transfer data. 

The following information can’t be transferred:

Note: Your clients’ insurance information is included in transfers between SimplePractice accounts.

  • Clients’ credit card information

To store these items into the new account, the Account Owner of the original account can perform a complete data export. The transferring clinician can then upload these files to the new account. We’ll walk through these steps later in this series.

Preparing for the transfer

Before transferring client data, make sure that a new account has been created:

  • If the transferring clinician is beginning a solo practice, they can start a free trial account
  • If the transferring clinician is joining a group practice, the Account Owner or practice manager must add them as a team member

Important: The new account should use a different email address than the original account. 

To use the same email address as the original account, use a temporary email address during setup or use an email modifier. After the transfer process is complete and the original account is deactivated, the email address on the new account can be updated.

Important: The original account must also remain active for the entire transfer process. If the clinician can’t log in to their original account, they can add client profiles manually or follow the same steps to transfer from another EHR.

The original account can be canceled after clients have been imported to the new account. Our team will indicate this in the help request.

Next step

After confirming that the clinician has access to both the original and new account, continue to the next guide: Submitting a help request to transfer data.

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