In this guide, you’ll find answers to commonly asked questions about the process to transfer client data in SimplePractice.
The process will differ depending on where you’re transferring from. To learn the essential information you need to transfer, see:
We’ll cover the following questions:
- What happens to my unpaid insurance claims when I transfer my data in SimplePractice?
- How do I export my client data from another EHR?
- How should I include information about minors and couples in the client data template?
- Do I need a Release of Information (ROI) or other specific intakes from clients?
- If I’m transferring from another SimplePractice account, how will my clients access my new Client Portal in the mobile app?
Note: If you’re encountering technical issues when you’re transferring between SimplePractice accounts, see Troubleshooting technical issues when transferring between SimplePractice accounts.
What happens to my unpaid insurance claims when I transfer my data in SimplePractice?
The transfer process is separate from claim processing, which occurs on the insurance payer’s end. Transferring in SimplePractice will have no effect on the status of your claims.
If you'll be submitting claims in your new account moving forward, you can submit enrollments through your new account. This can make sure that the status is automatically updated for these claims.
Note: You can submit enrollments after the transfer process has been completed.
For more information, see Submitting enrollments to file claims and receive Payment Reports.
To learn more about recreating billing history in your new account, see Establishing billing history.
How do I export my client data from another EHR?
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 |
| TheraNest | Follow TheraNest’s guidelines for exporting client data |
| Office Ally | Contact OfficeAlly directly to request a client demographics report |
| Jane App | Follow Jane App’s guidelines for exporting client data |
| Practice Fusion | Follow Practice Fusion’s guidelines for exporting client data |
| Tebra/Kareo | Follow Tebra’s guidelines for exporting client data |
| DrChrono | Follow DrChrono’s guidelines for exporting client data |
How should I include information about minors and couples in the client data template?
If you’re filling out your client data template to transfer from another EHR, only include information that’s unique to minor clients in the template.
Note: This also applies to any client that has a contact.
For example, if a minor client has their own email address, add this email address under the Home Email column. However, if they don’t have their own email address, leave this column blank.
Once the import is complete, you can manually add a contact for each client in SimplePractice. For more information, see Adding a contact to an existing minor client.
If you have couple clients, add each member of a couple as an individual client. After the import is complete, you can manually merge them as a couple client in SimplePractice. For more information, see Creating a couples profile with existing clients.
You can request intakes from each individual through your intake documents request. Each form they complete will be stored in their individual profile.
If you’d like their completed intake forms to be stored in their couple profile, make sure both clients are marked as No under the Home Email ok to send email column in the template, then manually send the intake forms from the couples profile after import.
Do I need a Release of Information (ROI) from clients or other specific intakes from clients?
Our team can’t advise on whether a Release of Information, or any other intake form, will be required from clients after transferring. Any intake requirements should follow compliance with local, state, and federal guidelines.
Note: The transfer process with SimplePractice’s team doesn’t involve clinical documentation or billing records.
If I’m transferring from another SimplePractice account, how will my clients access my new Client Portal in the mobile app?
If your clients are using the SimplePractice Client Portal app, they can transfer to their profile in your new practice by following the steps in the Switching profiles and practices section of the client guide.