When you import clients from SimplePractice, Carepatron now reads each client's Insurance Information document and creates their insurance policies automatically.
What is extracted from the Insurance Information document
Carepatron reads each client's Insurance Information document from the SimplePractice export and creates the following on their record:
Insurance policy: Payer, member ID, group number, and coverage dates
Payer: Matched to an existing payer in your workspace by payer code or name, or created as a new manual payer if no match is found
Policy holder: Reused from an existing related contact or created as a new one, linked to the client in both directions
All imported policies are saved as Unverified. This marks them as extracted from a document and awaiting your team's confirmation. Nothing reaches a claim until a staff member has reviewed and verified the policy.
Steps to import clients with their insurance
The import wizard is unchanged. Insurance is read and created automatically as part of the existing flow.
Open the client list and select Import clients.
Choose Import from another platform, then select SimplePractice and upload your export file.
Map the columns and review any duplicates.
Select Finalize import. Clients and their files are created first, then insurance policies are read and created in the background.
Once the import completes, open any client and go to their Insurance tab to see their policies marked Unverified.
Review and verify imported policies
Every imported policy requires a staff review before it can be used for billing. Work through the following after the import completes.
Review each policy on the client's Insurance tab: Confirm the payer, member ID, group number, and coverage dates match the source document
Label the policy holder relationship: Policy holders created during the import are linked to the client but the relationship type is left blank for staff to set
Check the workspace payer list: Confirm imported payers matched correctly or link any new manual payers to a clearing house before billing
Spot-check clients with an empty Insurance tab: A policy is skipped if the document is missing the payer, member ID, or a full policy holder name. Check these against the source document.
Eligibility checks: The import does not run eligibility checks. Policies matched to an existing electronic payer are ready for an eligibility check on demand whenever your team chooses to run one.
Boundaries of the insurance import
Does not run eligibility checks: No eligibility check is triggered during or after the import
Does not change billing settings: Imported policies arrive as Unverified and do not affect any existing billing configuration
Does not backfill previous imports: Only imports run from August 20, 2026, onward are affected
Does not apply to other platforms or spreadsheet imports: Insurance import is specific to SimplePractice exports that include an Insurance Information document
Nothing changes for imports from other platforms. Imports from platforms other than SimplePractice, spreadsheet imports, and SimplePractice exports without Insurance Information documents all behave exactly as before.
FAQs
Will re-running an import create duplicate policies?
No. The import skips any policy it recognises as already present on the client, matched by member ID against the same payer.
What happens if a client's Insurance Information document cannot be read?
Carepatron retries the document with a different provider. If it still cannot be read, the document is set aside, and the rest of the import continues. The client's Insurance tab will be empty and worth checking against the source document.
What if the payer in the document does not match anything in our workspace?
A new manual payer is created, carrying the payer code from the document where one is printed. You can then link it to a clearinghouse from the workspace payer list before billing.
Do I need to do anything before running the import?
No. Insurance import is active automatically for all workspaces. The import wizard is unchanged, and no additional steps are required.
When can I bill against an imported policy?
After a staff member has reviewed the policy details and marked it as verified. Policies remain Unverified until then and are not used for billing.
Our team is here to help with any questions or concerns. Just open a conversation through the Help channel in your workspace.