You can bring your clients, as well as intake notes, progress notes, treatment plans, and other documentation, into Upheal using our import records tool.
Easily switch to Upheal from TherapyNotes, Sessions Health, Jane, OwlPractice, TherapyAppointment, or any other EHR that will export your data in a .csv format.
If you're switching from SimplePractice to Upheal, see Move your records from SimplePractice to Upheal.
Before you start
A little prep makes the import go more smoothly:
Export your client list from your previous EHR as a CSV or Excel (.xlsx) file. Filter out any clients you no longer see so you're only bringing across active ones.
Make a note of any couples or families. You'll link partners and family members together in the last step, so it helps to know which clients belong together beforehand.
Decide who will be the provider for each client. You can assign one therapist to everyone, or choose different providers for different clients.
What information can you bring in for the client list?
The client list is used to created your client charts in Upheal. (Progress notes, treatment plans, and other documentation are uploaded in a later step and are matched to your client's chart.)
Upheal automatically recognizes common column names from your EHR client list export, so you usually don't need to rename anything before uploading. The order of your columns doesn't matter, and empty cells are simply skipped.
If your file has columns Upheal doesn't recognize, like insurance IDs or emergency contacts, that information isn't lost. Upheal saves it as a note called "Additional client information from import" on the client's profile, where you can review it later.
Here's what Upheal can import, how it should be formatted, and what the columns should be named in your CSV or .xlsx file:
Field | Required? | Notes | Accepted column names (not case sensitive) |
First name | Yes |
| first name, first_name, firstname, client_first_name |
Last name | Yes |
| last name, last_name, lastname, client_last_name |
Pronouns | Yes | She/her, He/him, or They/them. If your file doesn't have a pronouns column, Upheal infers using the Sex field. | pronoun, pronouns, pronoun(s) |
Preferred name | No |
| preferred_name, preferred name, preferredname, preferred_first_name |
No | Must be unique. No two clients can share the same email address. | email, email_address, email address, e-mail, e_mail | |
Phone | No | Any common format. Numbers without a country code are treated as US/Canada. | phone, phone_number, phone number, phonenumber, phone_mobile, mobile phone, mobile number |
Date of birth | No | Most common date formats will work. Stored as YYYY-MM-DD. | dob, birthdate, birth_date, birth date, dateofbirth, date_of_birth, date of birth |
Sex | No | Female, Male, or Undefined (or F, M, U). | gender, sex, gender identity, administrative sex |
Street Address |
|
| street, address, street_address, street address, address_street1, address line 1 |
City |
|
| city, address_city |
State |
|
| state, province, state or province, state_or_province, address_state, state/province |
Zip Code |
|
| zip, zip code, postal_code, zipcode, zip_code, postal code, address_postal, postal/zip |
Country | No | ISO 2 code (US, CA), ISO 3 code (USA, CAN), or full name (United States, Canada). | country, country_code, country code |
Diagnosis | No | ICD-10 codes, separated by commas (for example, F32 or F32.0). Only added for individual clients, not couples or families. | diagnosis_code, diagnosis code, diagnoses, dx, dx_code, icd, icd-10, icd10, icd_code, primary_diagnosis |
What if two clients have the same email?
Upheal uses email addresses to give clients access to their Client Portal and to send session links, so two clients can't share the same email. If you import two clients with the same email, you’ll see an error later in the process.
To fix it, either remove the email (creating a client without an email address; you can add one later from their profile), or enter a different email address.
What information can you bring in for other client files?
Once your clients are in Upheal, you can add their files too: progress notes, treatment plans, intake forms, and anything else you exported from your previous EHR.
You upload everything as one ZIP, Upheal Assistant sorts the files and matches them to your clients, you check the result, and only then are the files added to your clients’ charts. Nothing lands in a chart until you say so.
This step is optional. If you only want to bring your client list across, you can skip it.
Before you start
Gather your files into one ZIP. Use the files you downloaded following your EHR’s export guide. The folder structure inside doesn’t matter, and neither do the file types, so you don’t need to rename or reorganize anything. If your EHR gave you several ZIP files, unzip them into one folder and zip that folder.
Keep it under 10 GB. That covers almost every practice. If yours is larger, split it into two imports.
Make sure the clients are in Upheal first. Files are matched to the clients created in the previous steps OR to clients who already exist in your practice. Upheal handles assignment of files to clients (see below), but if you filtered clients out of your client list, their files will have nowhere to go.
Importing clients and documentation
You can import your client list and your clients' progress notes, intake notes, treatment plans, and other documentation.
First, you'll upload your client list, and review for accuracy. Then, you'll upload your clients' documentation, and the Upheal AI Assistant will help you out from there.
To get started:
Go to Clients in the left menu.
Select Import your records.
Select the size of your practice and click Continue.
(If your practice has 5 or more providers, our team can step in to help.)Select the EHR you are moving data from. (SimplePractice, or any other EHR), and click Start import.
You'll be taken to a screen breaking down the import process; read it over, then click Next in the bottom right.
Select the EHR you're moving from, and click Next.
Next, you'll see information on how to export the files you need from your former EHR. Once you're ready with all the files you need, click Next.
To upload your client list, you can drag and drop the .csv file, or click Browse files.
When you've uploaded your client list, click Next.
Click Check client details in the bottom right.
Your clients appear as rows in a table. Name, email, phone, date of birth, sex, and pronouns are displayed. Review each row to make sure the information is correct.
To check, add, or edit other fields (like preferred name, address, or diagnosis), click the pencil icon on that row.
When every row looks good, click Next in the top right.
Next, you'll confirm whether to match each client with an existing client in Upheal or create a new client.
To make changes, use the dropdown menu in the Add or match column.
When every row looks correct, click Next in the top right.
Next, you'll assign client types (Individual, Couple, or Family), and assign the client to a provider using dropdown menus.
Click Next in the top right.
Next, you can import other client files, such as progress notes, treatment plans, and other documentation. Drag and drop your zip file, or click Browse files to select the zip file from your device.
Once your files are uploaded, click Import files.
Upheal AI Assistant will process your files, and let you know when they're ready for your review.
Review the files.
Files are previewed on the left side of the screen, sorted by client.
You can use prompts from the Assistant to review the files.
You can also ask the Assistant to make any necessary changes.
For example, if a document was matched to the wrong client, you can tell the Assistant to assign it to the correct client.
Once you've reviewed the files and everything looks correct, click Upload all at the top of the screen.
You'll be taken to your client list, where you'll see a confirmation of your import.
I've already imported my client list. Can I just upload their notes, treatment plans, and other documentation?
Yes, you can skip to uploading intake notes, progress notes, treatment plans, and other documentation if your clients' charts are already in Upheal.
To skip importing clients and just upload files:
Go to Clients in the left menu.
Select Import your records.
Select the size of your practice and click Continue.
(If your practice has 5 or more providers, our team can step in to help.)Select the EHR you are moving data from (SimplePractice, or any other EHR), and click Start import.
Click Skip to import tool in the top right.
Click Files at the top of the screen.
Drag and drop your zip file, or click Browse files to select the zip file from your device. Once your files are uploaded, click Import files.
Upheal AI Assistant will process your files, and let you know when they're ready for your review.
Review the files.
Files are previewed on the left side of the screen, sorted by client.
You can use prompts from the Assistant to review the files.
You can also ask the Assistant to make any necessary changes.
For example, if a document was matched to the wrong client, you can tell the Assistant to assign it to the correct client.
Once you've reviewed the files and everything looks correct, click Upload all at the top of the screen.
You'll be taken to your client list, where you'll see a confirmation of your import.