Importing your client data is a simple way to get everything set up and running smoothly! Whether you’re switching from another platform or starting fresh, you can easily bring all your client details into one secure place.
In Carepatron, you have various ways to import client data:
Upload a file: If you aren't switching from another platform and have your files ready.
Import from another platform: You can choose the platform you are switching from.
Download template: If you want to use our template to organize your files before importing client data.
Switching from another EHR/PMS
Step 1: Exporting your client data
To begin importing your client data into Carepatron, export it from your previous system. If possible, request that the export be in a CSV or Excel file format.
For detailed export instructions based on your previous EHR, see How do I export my client data from my existing system? If you don’t see your previous system in this list, contact their support team to request an export. After you complete the export, continue to Step 2.
Step 2: Import client data with your files ready
Go to Clients.
Click the Import button in the upper-right corner.
Choose Upload file as your source.
Click to upload or drag and drop the file.
A prompt will appear indicating that file import is being processed.
Follow the next prompts on your screen.
Click Finalize import.
Notes:
The client import process now automatically detects duplicate records and gives you full control over how to manage them. During the new “Review duplicates” step, you can see potential matches and decide whether to skip or include them. Skipping keeps your existing data intact, while including duplicates updates matching fields for quick, bulk client updates.
You may choose Download template as your source if you want to use Carepatron's template to organize your files first, before importing client data.
We accept the following file types: CSV, XLS, or XLSX.
Step 3: Verify your client notes and documents
Once you have imported your clients, check your clients' profiles to see if they contain all the files and documents from your import. Our importer can handle file uploads from some platforms, but not others. If the files are not there, you can drag and drop your clients' documentation. To do this:
Go to Clients.
Drag and drop the document and/or folder into the client record row for which it is intended or go into the client record, select the more actions button on the upper right, and upload file.
They should now be visible in your client's records.
Adding each client manually
Alternatively, you can manually add each client individually. For detailed instructions, see the Add New Client Guide.
Export client data from the existing system
Below is an overview of the data export instructions for common EHRs and PMSs. If you can't find your previous system, please contact them to request an export.
Platform | Data export instructions |
Follow this client data export guide. | |
Contact TherapyNotes to request a client data export here. | |
Here is the guide on exporting client data. | |
Contact Office Ally directly to request a client demographics report here. | |
Follow this data export guide. | |
Export your data from Cliniko here. | |
Read their help article here. | |
Follow the TherapyAppointments guide. | |
Follow Practice Fusion’s guide for exporting client data. | |
Here is how to export your practice data. | |
Contact TherapySites here. | |
Contact Therasoft at 888-435-8203 to request an export. | |
Contact them here. | |
Follow Full Slate’s guidelines for exporting your client list. |
Our team is here to help with any questions or concerns. Just open a conversation through the Help channel in your workspace.