Migrating from Cliniko to Practice Better

In this article:

• Before You Begin
• Data Ownership
• Step 1: Export Data from Cliniko
• 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 Cliniko account with admin or export access.
• An active Practice Better account (Professional plan or higher recommended for full import features).
• Export permissions enabled in Cliniko.
• Time set aside to complete the migration process without interruption.

💡 Tip: Exporting patients is only available to administrators in Cliniko. Make sure you have the appropriate permissions before beginning the export process.

Data Ownership

Your client data is always yours. When migrating from Cliniko 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 information remains completely under your control throughout the entire migration journey, and we take your clients' privacy seriously every step of the way.

Step 1: Export Data from Cliniko

Exporting Patient Demographics

1. Log in to your Cliniko account and navigate to Settings > Data exports.

   

2. Select patients as the type of data to export.

3. Choose your date range. If you need all of your patients (not just those created within a specific timeframe), set the date range to Any time → Any time. The date fields will appear blank, which is normal.

   

4. Choose Spreadsheet (.csv) as your file format. This format ensures that long numbers like patient IDs display correctly in spreadsheet programs.
5. Click the Export data button.
   
6. Your file will be generated. Depending on how much data is in your export, it might take a few minutes. You can navigate elsewhere while it processes, or check "Send email when done" to be notified when your export is ready.

7. Once ready, click the file name to download it to your computer.

   

💡 Refer to Cliniko's help center if needed: Exporting Your Data | Cliniko Help

Exporting Appointment History

To export your appointment records:

1. From Settings > Data exports, select appointments as the data type.
    
2. Set your desired date range for the appointments you want to export.
    
3. Choose Spreadsheet (.csv) as the file format.
    
4. Click Export data and download the file once it's ready.

Exporting Patient Attachments (Optional)

If you'd like to migrate client documents and files:

1. From Settings > Data exports, select patient attachments as the data type.
    
2. Select your date range.
    
3. Click Export data. Cliniko will generate a ZIP file containing all attachments, organized in folders for each patient.
    

4. If you have many attachments, Cliniko may split your export into multiple ZIP files. Each file will become available for download as it's completed.

   

📍 Note: Patient attachment exports are delivered as ZIP files rather than CSV spreadsheets. Each patient's files will be organized in separate folders within the ZIP file for easy identification.

Step 2: Review Your Exported Data

Before importing into Practice Better, take time to review your exported files to ensure everything transferred correctly.

• Open each CSV file and confirm the information is complete.
• Check for formatting inconsistencies or duplicate records.
• Verify that essential fields like email addresses are present, as these are required for client records in Practice Better.
• Save files securely on your computer before moving forward.

⚠️ Important: If you plan to filter your results in a spreadsheet tool (such as Excel, Numbers, or Google Sheets), make sure to delete the filtered rows if you're providing the file to someone else. Filtering by itself does not delete any information — it simply hides it from the current view.

Step 3: Prepare Your Files for Practice Better

• Confirm all files include column headers (e.g., First Name, Last Name, Email).
• Merge multiple exports into a single file if necessary.
• Remove unnecessary or system-only fields unique to Cliniko (such as internal patient IDs or Cliniko-specific identifiers).

💡 Tip: Practice Better provides a downloadable CSV template during the import process. You can reference this template to see exactly which fields are supported and how they should be formatted.

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 your import is complete, take a moment to verify everything transferred correctly.

• Navigate to the Clients section in Practice Better to confirm imported data.
• Check appointments, notes, and billing records for accuracy.
• Spot-check several client records to ensure contact information, demographics, and other details appear correctly.
• Test a workflow (e.g., sending a client message or booking an appointment) to ensure everything is functioning.

✅ Success! 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.

Need Help?

If you run into questions or would like guidance, our Support Team is here to help. Use the in-app chat or submit a ticket, and we'll walk through the process with you. We're committed to making your transition as smooth as possible.