Switching to Healthie from another platform

Welcome to Healthie!  We look forward to working with you to helping grow your business and build better relationships with your clients. Healthie's onboarding team is here to help you transition to the Healthie software and help you implement the tools into your business. Here are your initial steps to take, if you are switching to Healthie from another platform.

IN THIS ARTICLE:

Upload Client Information from Previous EHR

Healthie can help you migrate your data from a previous EHR into Healthie. Here's some information on importing your clients’ information into the platform.

Send a Welcome Invite Email to Clients

Once your clients’ information is in Healthie, it’s time to send a welcome email to those clients so they can start getting set up with the platform alongside you. 

Before you send the email, be sure to set up all of the necessary email templates for your practice. To do so, click on the Settings wheel in the upper right corner of your dashboard and select “Settings” from the dropdown menu. Under “Features,” click on the “Email Templates” tab. 

From here, you can edit email templates for:

  • Welcome Email: This is the email that will be sent to each new client that creates a Healthie account to work with you. This is a great place to explain some of the basics of working together through the platform, next steps to take once they’ve created an account, and some client resources to help them get started. 
  • Appointment Confirmed: This automated email will be sent when a client confirms their appointment. 
  • Appointment Reminder: This automated email will be sent at a determined time to remind clients of their appointments ahead of time. 
  • Appointment Scheduled: This automated email will be sent when a client schedules an appointment using an external link on your website. 
  • Package Purchased: This email is sent when your client purchases a package, and details the package name, price, and description. 
  • Program Email: These emails can be sent as part of program modules that you’ve set up. 
  • Reactivation Email: This email will be sent to clients after a period of inactivity within the platform. 

Additionally, you can customize these emails based on the client groups you set up. We’ll talk about client groups next. 

To send a mass email to all of your current clients once their information has been uploaded to Healthie, please email our team at hello@gethealthie.com so we can set this up for you. After the initial round of clients receiving the mass email, every new client you add to Healthie will receive the welcome email automatically. 

Assign Clients to Groups

Healthie enables you to create client groups in order to organize your clients and to tailor their experience. You can use Healthie groups in a variety of ways to streamline workflows within your business and ensure smooth communication with clients. Assigning clients to groups can be especially helpful when switching over to Healthie

The first step in managing your groups is to start creating groups. Some providers create groups based on the stage of the client (ie. prospect, new client, follow-up client), by population type (ie. adults, pediatrics), by disease state (ie. diabetics, eating disorder), or by services (3-month package, webinar, programs). 

To add a new group: 

  • Navigate to the Clients tab of your Provider dashboard 
  • Click the "Clients Tab" in the menu 
  • Click the blue "Add Group" button 

You'll be asked to give your group a name, and you can always update the name in the future. 

Read more on managing client groups within Healthie here. 

Set up Intake Paperwork

Healthie's team can help you build intake forms and charting templates that you use in your business. We also have a forms library that contains hundreds of pre-made, coaching program forms for your use. Here is some information on setting this up. 

Set up Scheduling Workflows

Healthie's calendar is designed specifically to meet the needs, nuances, and special considerations for a health and wellness business. You can set up your Healthie calendar in six easy steps: 

  1. Set appointment types to indicate the sessions / services that you offer (e.g., Initial Consultation, 90 minutes, available in-person and virtual) enable / disable a client to book this session, and indicate whether it's an individual / group session. Learn more
  2. Establish appointment settings to add locations, text / email appointment confirmations and reminders, a color scheme for your calendar, add a buffer in between appointments, etc. Learn more
  3. Set up your default availability to enable clients to book (or request to book) sessions with you (which can be shown on your website). Learn more
  4. Add (and remove) one-time availability to open up additional time on your calendar for clients to book, for a specific date/time. Learn more
  5. Sync Healthie with iCal, Google, and Outlook Calendars to pull / push events from other calendars that you use. Learn more
  6. Add your calendar / packages to your website for clients to discover, book, and purchase your sessions, and be automatically added to your workflow. Learn more

From there, you'll be all set to add an appointment! When you create an appointment, you can create one-time or recurring appointment sessions, and you'll be prompted to do so within the pop-up module when you select "Add an appointment" on your calendar screen. More information on scheduling appointments in Healthie can be found here. 

Set Up Your Billing Information

Healthie makes it easy to receive payments from clients through the platform, directly to your linked bank account. This enables you to bill for sessions, products, services, and Programs that you offer, either as part of Client Packages, or as a One-time payment. We partner with Stripe, a secure, Level 1 PCI-compliant payment processor, to deposit money directly from your clients to your bank account.  Note: you do not need to open up a separate Stripe account to receive payments via Healthie, nor will your clients need to log in separately to another portal. Healthie manages the payment processing in partnership with Stripe. Here is some additional information on card processing via Stripe. 

As part of setting up your Payments Portal on Healthie, you will be asked to enter information about the bank account you'd like to hold on file to receive payments. Navigate toHealthie Dashboard > Billing > Client Packages to get set up with Stripe. Read more about setting up your bank information here. 

Implement Your Branding

As a business on Healthie, you are able to customize the platform to reflect your company's brand, color scheme, and incorporate other business information. Specifically, your logo, company name, social media accounts, and brand colors will automatically appear throughout the Healthie platform, for a semi-white-labeled, custom look that is reflective of your business. Navigate to Settings: Brand to set up your account. Read more about setting up your branding here. 

Create Charting Workflows

Healthie's Charting feature (EHR) allows you to electronically take notes on clients in an organized way, using customized templates that also allow for automations like pre-fill and incorporation of intake form answers into charting templates.  As part of setting up your Charting system within Healthie, you are able to create custom charting templates, as well as modify existing templates that are available to you within Healthie. Moreover, you can set a default charting template if you have several that you'd like to use, and add e-signature and metrics fields to your template as well. Building your own charting templates allows you to use chart notes that work for your business and your clients’ needs. 

Navigate to Forms > Form Builder > Charting Form > Create Form. You can then choose from the question banks available, and drag and drop questions into your template, and changes are saved automatically. Read more details about creating your charting templates here. 

Additionally, set up Healthie’s E-fax feature to streamline sharing chart notes with other providers in your client’s care team. This guide, Getting Started: E-Fax, has instructions on how you can set up your E-Fax line, or port your number from another carrier.

Send Clients Resources to Get Set Up on Healthie

Lastly, it’s important to make sure that your clients are set with the tools to succeed when using Healthie. Healthie is going to be an essential part of working together on your clients’ health goals, so it's absolutely crucial your clients feel comfortable using the platform on their own. Thankfully, Healthie has a variety of resources for your clients to leverage as they get started with the platform. 

  1. Client Help Guide: Just as we’ve created this help guide for our providers, we have a comprehensive set of articles for your cliients to use as well. 
  2. Welcome to Healthie Video:Allow your clients to follow a visual walk-through of the client-side of the platform.

Frequently Asked Questions 

What can I expect when switching to Healthie? 

As with any technology change, you can expect to spend some time migrating your data into Healthie. We make this part easy, by allowing you to import your own clients, with our self-serve import tool. 

The next part is setting up your account, and learning the basics of Healthie. To help you with this, we offer free weekly group training sessions, and have an entire library of pre-recorded training videos. We suggest you block off some time in your schedule for training and account set up. 


What if I need assistance with migration? 

Our team is here to support your migration. Email us hello@gethealthie.com with any questions. 


What if I have unpaid invoices from my previous platform?

We recommend creating a new invoice for your client within Healthie's platform.

Additional Resources

Additionally, here are some articles (and examples) on integrating Healthie with your website and social media pages:

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