Migrating from Healthie to Practice Better

💡 A note on our migration guides: We build these guides based on our own hands-on experience helping practitioners migrate from other platforms, along with research into each platform's own documentation. Since other software providers can update their features and processes at any time, if you run into any trouble retrieving your data, your best next step is reaching out directly to your current software provider's support team.

In this article:

• Before You Begin
• Data Ownership
• Step 1: Export Data from Healthie
• Step 2: Review Your Exported Data
• Step 3: Prepare Your Files for Practice Better
• Step 4: Import Data into Practice Better
• Step 5: Verify Your Data
• Need Help?

Before You Begin

Make sure you have:

• An active Healthie account with admin or export access.
• An active Practice Better account (Professional plan or higher recommended for full import features).
• Export permissions enabled in Healthie.
• Time set aside to complete the migration process without interruption.

💡 Tip: Consider scheduling your migration during a slower period in your practice to give yourself time to verify everything transferred correctly. You'll still be able to serve clients throughout the process.

Data Ownership

Your client data is always yours. When migrating from Healthie to Practice Better:

• You retain full ownership of your client records, notes, and billing information.
• Practice Better never claims rights to your data — we simply provide a secure platform for storage and management.
• You are responsible for securely handling exported files during the migration process.
• Once imported, your data will be encrypted and protected according to industry-standard security protocols.

🔒 Reassurance: Your clients' privacy and your professional records are in safe hands. Practice Better is built with security at its core, so you can focus on what matters most: providing excellent care.

Step 1: Export Data from Healthie

Healthie offers several ways to export your data. For the most comprehensive migration to Practice Better, you'll want to focus on exporting your client list and appointment history.

Exporting Your Client List

1. Log in to your Healthie account.
    
2. Go to Visualize > Client List.
    
3. Click Download Report.
    
4. The report may take up to 30 minutes to generate, depending on the size of your practice. You can navigate away from the Reports page while it processes.
    
5. Once complete, the report will automatically be added to your Documents library in the Generated Reports folder as a CSV file.
    
6. Download the CSV file to your computer.

 The Client List report includes essential client information such as:

• Client names (legal and preferred)
• Contact information (email, phone, address)
• Date of birth and gender
• Assigned provider
• First and last appointment dates
• Client status (active or archived)
• Client groups and tags
• Insurance details
• Date added to Healthie

Exporting Your Appointment History

1. From your Healthie dashboard, go to Visualize > Appointments.
    
2. Select the Date Range for the appointments you want to export.
    
3. Click the Download Report button in the top right corner.
    
4. The report will be generated as a CSV file in your Documents Library within the Generated Reports folder.
    
5. Download the CSV file to your computer.

The Appointments report includes:

• Appointment dates and times
• Client information
• Provider details
• Appointment status (occurred, cancelled, no-show, rescheduled)
• Appointment type and contact method
• Session length and actual duration
• Chart notes written status
• CPT codes used

Exporting Chart Notes and Documents

If you'd like to migrate client chart notes and documents:

1. You can manually download individual client documents by navigating to each client's profile.
    
2. Alternatively, for paid Healthie memberships, you can request a File Data Export by completing Healthie's export request form.
    
3. Healthie will provide your notes and documents in a Zip file placed in your Documents library.

Only the Healthie account owner can request and receive a data export. If you need chart notes and documents immediately, download them manually from individual client profiles rather than waiting for the bulk export process.

Your billing, invoice, and payment history lives in Healthie's own reporting tools. Practice Better does not import this historical financial data, so plan to keep it with you. Export whichever billing, invoice, or payment reports Healthie offers, then save them in a clearly labeled folder for your own records. If you are not sure which reports to pull or how to export them, Healthie's support team can point you to the right place.

⚠️ Important: Historical financial and billing data cannot be imported into Practice Better. Export and retain these records from Healthie for your own files before making the switch.

Step 2: Review Your Exported Data

Before importing into Practice Better, take time to review your exported files. This step helps ensure a smooth import process.

• Open each CSV file and confirm the information is complete and accurate.
• Check for formatting inconsistencies or duplicate records.
• Look for any missing required fields (especially email addresses, as these are essential for client records in Practice Better).
• Save files securely on your computer before moving forward.

⚠️ Important: Back up your exported files in a secure location. These files contain sensitive client information and should be handled with care.

Step 3: Prepare Your Files for Practice Better

Healthie exports are generally well-formatted, but you may need to make minor adjustments to ensure compatibility with Practice Better.

• Confirm all files include clear column headers (e.g., First Name, Last Name, Email).
• If you've exported multiple reports, keep them as separate files.
• Remove any Healthie-specific fields that won't transfer to Practice Better (such as Healthie's internal client IDs).

Step 4: Import Data into Practice Better

If you're ready to transition to Practice Better, we offer expert assistance for a seamless migration process.

Follow this link to get started: Switch your EHR to Practice Better

Migration Overview:

• Complete the form linked above to begin the migration process.
• Our friendly team of helpers will guide you through obtaining and importing your data into Practice Better.
• Get up and running quickly, seeing clients with minimal disruption and downtime.

Step 5: Verify Your Data

After receiving confirmation that your import is complete, take time to verify that everything transferred correctly. This quality check ensures you can confidently begin working in Practice Better.

1. Go to the My Clients section in Practice Better.
    
2. Review several client profiles to confirm:
   • Client names, emails, and contact information appear correctly.
   • Demographic details like date of birth and address transferred accurately.
   • No duplicate profiles were created.
      
3. Test a simple workflow such as:
   • Opening a client record and reviewing their information.
   • Sending clients an invitation to activate their account. 
      
4. Upload client documents if you have additional chart notes and files. You can upload documents to individual client records through their Documents tab.

✅ Next Steps: With your client data successfully migrated, take time to explore Practice Better's features, customize your account settings, and set up your services and programs. You're now ready to support your clients with all the tools Practice Better offers!

Need Help?

Moving to a new platform is a big step, but with your data successfully migrated, you'll be ready to take full advantage of Practice Better's features and support your clients with confidence.

If you run into questions or would like hands-on guidance, our Support Team is ready to help. Use the in-app chat to submit a ticket, and we'll walk through the process with you.