Import Client Data into Healthie

Transitioning from another EMR platform or have your patient information stored somewhere outside of Healthie? 

Healthie offers a one-time import of your patient data from another EMR platform as part of joining Healthie. This is included on a paid Healthie plan.

If you still need to choose a subscription plan, please reach out to info@gethealthie.com for more information on our Plans & Pricing. 

Data Sources

Healthie supports a data import for new customers to streamline the onboarding process for you as the provider, and for your active patients. For non-Enterprise customers, Healthie only supports an import of patient demographic data.

We accept Data Imports from the following sources:

• An Excel File
• Another EHR Platform (in either .csv or .xls format)

Prior to uploading an import into the Healthie platform, we strongly recommend reviewing your data fields to ensure there is clear mapping to fields in Healthie. 

Initiate a Data Import

As part of your implementation, we will process a one-time import of your client information. 

To initiate your data import, complete this Imports Questionnaire. Once you've completed the questionnaire, upload your data into your Healthie account.

To upload your data into your Healthie account:

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 re-upload to the Healthie platform. Refer to this Healthie Sample Data Import File. 

      

4. We will follow up with any questions that we have about your import. The most common questions we have are: 
   1. Which group you'd like clients to be assigned to
   2. Whether you'd like a Welcome E-mail to be sent to clients upon upload
   3. Clarification on columns that you may have in your spreadsheet(s), and the mapping to fields in Healthie
5. We will then process and run the import, and notify you via e-mail when your import has been completed. 

Consolidated Clinical Document Architecture (CCDA) Import and Export on Healthie (In Development!)

As part of its ONC Certification, Healthie can share clinical data via the Consolidated Clinical Document Architecture (CCDA) format, which makes Healthie interoperable in a standard way with other sources of healthcare data (e.g., EHRs).

The HL7 Consolidated Clinical Document Architecture (CCDA) is an XML-based markup standard which provides a library of Clinical Document Architecture (CDA) formatted documents. Clinical documents using the CCDA standards are exchanged billions of times annually in the United States. All certified EHRs in the United States are required to export medical data using the CCDA standard.

Learn more here.

Limitations with Data Imports

For non-Enterprise customers, Healthie only supports an import of patient demographic data. Depending on the data provided by your former EMR, there may be other limitations as well.

Some EMR platforms charge you a fee for exporting client records. This fee cannot be covered by Healthie.

Best Practices

Prior to your patient import:

As soon as you start using Healthie, we recommend setting up your Intake Forms and Intake Flow, your Appointment Types, and your Calendar and Availability so that when your patients are imported into Healthie, you are set up to start using Healthie to onboard and meet with patients. For more information on getting started with Healthie, see this Quick Account Setup Guide.

Timeline:

There will be a period of time where you have two EMRs active. Until your desired "go live" date with Healthie (where your team and your patients will start using Healthie), you may need to ensure that appointments are showing up in both systems.

Communication with patients:

If you are transitioning from another EMR, we recommend communicating the change to your patients so that they know what Healthie is and what they will be using it for.

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.

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. If your existing EMR does not export data, please e-mail hello@gethealthie.com so we can discuss our best practices with a transition to Healthie.  

What are some best practices with switching EMRs and patient imports? 

We recommend a three-step process once you have requested that Healthie import your patients: 1) Set up your Healthie account (set up intake forms and intake flow, set up your appointment times, and set up your calendar availability) 2) Set a go live date(one point in time after which all future appointments and charting will occur in Healthie and 3) Notify patients that you'll be using a new system.  

How long does data import take? 

We make every effort to import data as quickly as possible. Timelines will vary depending on the complexity and amount of data and/or how many follow up questions our team has about your import. Once you submit an import request we will follow up with additional information about the anticipated timeline.  

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.

What are some best practices moving data from SimplePractice to Healthie?

SimplePractice will provide you with an export of your information in a zip file, and we ingest it from there. The file contains client contact information and PDF documents (chart notes, intake forms, etc, are included as PDF, so we ingest them as PDFs). 

On our Enterprise Plan, we are also able to migrate future calendar appointments from SimplePractice onto your team's Healthie calendars. 

Learn more here.

Additional questions?

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