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Filling out and submitting the client data template

Nadya
Updated

This article explains how to complete and submit the client data template to transfer client data from another EHR into SimplePractice. 

Note: This article is part of a series on transferring client data from another EHR. If you’re looking for information about documentation templates within SimplePractice, see Using pre-built templates and your template library.

Below, we’ll cover:

Adding client data to the template

After opening the downloaded template, enter each client’s information into the corresponding columns.

If you exported data from your previous EHR, you can copy and paste relevant information into the template. 

The Jamie Appleseed demo client shows an example of how the template should be completed.

Example client in template with name Jamie Appleseed

Important: Remove the Jamie Appleseed demo client before submitting the template. This will prevent a duplicate demo client from appearing in your new account.

In the table below, you’ll find an overview of each column in the template, and how data should be formatted. Our team can only import the fields listed here.

Template column  Details 
Active* (Yes/No)
  • This is required 
  • Enter Yes or No to indicate whether you’re actively seeing the client
  • Clients marked No will be imported as inactive
  • If you’re importing more than 500 clients, we recommend only including active clients
First Name*
  • This is required
Last Name*
  • This is required 
Name they go by
  • This is optional and can also be collected later through the intake documents request
  • The name a client goes by will appear in place of their legal first name on the calendar, client profile, and billing documents
Primary Clinician*
  • This is required 
  • Include only 1 primary clinician per client
  • This primary clinician must already exist in your SimplePractice account
  • Enter the primary clinician’s name exactly as it appears in your account
Mobile Phone
  • This is optional and can also be collected later through the intake documents request
  • Enter 1 phone number per client in a 10-digit format 
    • Example: 999-999-9999 or 9999999999
Home Email
  • This is optional and can also be collected later through the intake documents request
  • Include only 1 valid, unique email address per client
    • The same email address can’t be used for multiple clients
    • If the client is a minor or part of a couple that doesn’t have their own unique email address, leave this field blank
Home Email ok to send email (Yes/No)
  • This is required 
  • Enter Yes or No to indicate whether the client consents to receive emails 
  • If an Active client with a listed Home Email is marked as Yes, they’ll be included in the intake documents request

Note: After client profiles are transferred to your account, you can update a client’s information at any time in their profile.

When you’re filling in the template:

  • Remove the Jamie Appleseed demo client
  • Don’t include any clients that already exist in your account
  • Leave columns as they are
    • Adding, removing, or renaming columns will cause errors and delay the transfer process
  • Enter only one client’s details per row
  • Format data to match the requirements listed in the table above
    • This is especially important if you’re pasting exported data from a previous EHR

Important: If you have minor and/or couple clients, their information must be entered in a specific format. For more information, see How should I include information about minors and couples in the client data template?

To avoid errors while completing the template, you can review our guidelines for entering data. To do this, navigate back to SimplePractice and click View guidelines.

View guidelines button in Transfer client list flow

To learn about common errors and how to avoid them for your template, see Reviewing and resubmitting the client data template.

Submitting the template

After filling out your template, submit it through SimplePractice:

  1. Navigate back to your Clients page
  2. Click Transfer client data > Next
Next button in Transfer client list flow
  1. Drag the template file into the upload area, or select Choose file to upload it
Transfer client list modal with a blue arrow pointing to the ‘Choose file’ area where users can upload or drag and drop an XLSX, ODS, or CSV file

Note: Only Excel (XLSX), CSV, and ODS files can be submitted. Additionally, the template must have less than 6,001 rows.

  1. If you’re not the Account Owner, you’ll need to check the box to Acknowledge approval
  2. Select Submit

If you’d like to remove a template file you uploaded, select the X next to the file name.

Transfer client list modal with a green checkmark and a blue arrow pointing to the remove (X) icon next to the uploaded CSV file.

After submitting your template with no errors, you’ll see a confirmation message.

Success message after submitting client data

If no errors are found, client profiles will be created in your new account, typically within 1-3 business days. Our team will let you know once these are created.

Next steps

If your template needs corrections, see: Reviewing and resubmitting the client data template.

If our team lets you know that client profiles have been created, intake documents can be sent to imported clients. For more information, see: Sending intake documents to imported clients.

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