Import data from another platform

Transitioning from another EMR platform or have your client information stored somewhere outside of Healthie? Healthie will import your data from another EMR platform (and / or calendar system) as part of joining Healthie. The process is free, and we take care of the leg work so it is a seamless experience for you. 

We accept Data Imports from two sources:

  • An Excel File
  • Another EHR Platform

IN THIS ARTICLE:


Imports from Google Drive, DropBox, Excel

  • Create a .CSV / .xls file with the following column headers:
    • *Client First Name
    • *Client Last Name
    • Client E-mail address
    • Client Phone number
    • Group (Overview: Client Groups)
    • Name of Primary provider 
    • Client Date of Birth
    • Demographic information you have (Health History, Insurance, previous chart notes etc)
    • *indicates that a field is mandatory
  • Upload this file to your Healthie Documents platform, and e-mail hello@gethealthie.com when this has been completed. Import will be completed 2-3 business days after we receive this e-mail.


Imports from another EHR platform

You can import files from other EHR platforms directly into Healthie. 

To do so:

  1. Navigate to the Clients tab on your Healthie dashboard. 
  2. Under the "Add Client" button, click on the "Need to Import Clients?" link. 

  3. From here, you can upload either:
    1. A file containing client information downloaded from another EHR (systems typically offer files in .zip, .csv, or .pdf format)

    2. A downloadable spreadsheet template provided by Healthie in which you can organize your client's information and reupload the platform

  4. Submit your request to the Healthie team. Once submitted, you will see a confirmation that your request has been submitted, and the date and time of the upload. 

  5. We will process and run the imports; we will notify you via e-mail when the import has been completed; average turnaround time is 5-7 business days.  


Limitations

We do our absolute best to transfer all data, materials, documents, and even calendars from your old system into Healthie. Depending on the limitations / restrictions that your former EHR has placed, there may be limitations on the type of data that can be transferred from your old system and Healthie. As an example,

  • Some EMR platforms only allow an export of previous chart notes as PDF documents. On Healthie, this means that previous chart notes will be attached to a client’s record as a PDF. 
  • Some EMR platforms charge you a fee for exporting client records. If this is the case, then please let us know - Healthie may be able to cover this fee. 
  • We will make our best efforts to pull in credit card information from your existing payment processor if that payment processor is Stripe. It will depend on: 
    • Whether your stripe account enables us to pull information
    • Whether your stripe account is connected to another platform, or if you have a direct Stripe account
    • Unfortunately, we cannot pull credit card stored information from Square, Acuity, or other payment processing systems. These guidelines are set to protect client credit card information. What we recommend: that you add "Billing Info" to your intake flow within Healthie, and as part of transition, request that clients securely enter their information to store within Healthie. 


Imports: FAQs

What is the best format to upload client information?

When uploading the documents for a client import, we'd recommend ensuring that the file(s) containing patients' information (e.g. first name, last name, email) are in a CSV format and any documents (e.g. images, forms, notes) are organized by client within individual folders. Something like the following layout would help ensure the patients' information can be readily imported. Once done, we'd recommend compressing the folder that contains all of the files (in this case the 'example_import' folder), labeling it something like 'ImportForHealthie', and uploading it.

example_import.png

Where in my existing EMR platform is data held?

Every platform will store their data backup in its own place. Key terms you may see are "Backup" and "Download my files" - this is often available in the "Account settings' section of your profile. 

What happens if my EMR platform does not export data? 

If your existing EMR does not export data you need, or does not do any exports at all, please message our team to see how we can help you with this transition. 

How long does data import take? 

We make every effort to import data as quickly as possible. Typically, these requests will take 10 business days, but may take more or less time depending on complexity and amount of data. 

Have additional questions about importing data? 
Please message us, or e-mail hello@gethealthie.com

Is there a limitation to file storage in Healthie? 

No. We do not place limits in terms of how much storage can be held in your account, and you will never be charged more for additional storage. This extends to client records, documents, programs, and more. 

Other comments

By default your clients WILL NOT get a Welcome E-mail introducing them to the Healthie platform. If you would like to send an e-mail to your clients introducing them to your new system, you can do this after the import is complete. 

Additional questions?

Contact hello@gethealthie.com or message our live chat, and we’d be more than happy to help you with this process. 

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