Migrating from Charm to Practice Better

In this article:

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

💡 Tip: If you have a large practice with hundreds of clients or complex data needs, Practice Better offers white-glove migration assistance. Our team can guide you through the entire process, handle the technical details, and ensure your data transfers smoothly. Simply visit the Switch your EHR to Practice Better page to get started with expert support.

Data Ownership

Your client data is always yours. When migrating from Charm 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 practice's data security are our top priorities throughout the migration journey.

Step 1: Export Data from Charm

Charm provides export options for patient demographics and appointment history. For a complete migration, you'll want to export both types of data, and you may need to contact Charm support for chart notes and clinical documentation.

Exporting Patient Demographics

1. Log in to your Charm account.
    
2. Go to Patients in the Dashboard.
    
3. Click on the More Options (...) icon (3 dots).
    
4. Select Export Patients as CSV from the dropdown menu.
   
    
5. Save the CSV file to your computer.

The Patient Demographics export includes:

• Record ID
• First name, last name, and middle name
• Date of birth and gender
• Contact information (email, mobile phone, home phone, work phone)
• Address details (address lines, city, state, country, zip code)
• Emergency contact information
• Caregiver details

Exporting Appointment History

Charm does not provide a direct appointment export feature through the standard user interface. 

To export appointment data:

1. Contact Charm support at support@charmhealth.com or call +1-855-571-5557.
    
2. Request an appointment history export for your practice.
    
3. Specify the date range for appointments you'd like to export.
    
4. Charm support will provide the export file, typically in CSV format, via email or through your Charm Documents library.

Exporting Chart Notes and Clinical Documentation

Charm's chart notes (SOAP notes, comprehensive encounters, clinical documentation) require special handling for export:

1. Contact Charm support at support@charmhealth.com.
    
2. Request a complete clinical documentation export for your patients.
    
3. Charm will provide your notes and documents, typically in a Zip file placed in your Documents library or sent via email.

⚠️ Important: Only users with export privileges under Settings > Facility > Roles > Patient Records can export patient data from Charm. If you don't have these permissions, contact your practice administrator or Charm support for assistance.

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 and catches any potential issues early.

1. Open the Patient Demographics CSV file and confirm the information is complete and accurate.
    
2. Check for formatting inconsistencies, duplicate records, or missing required fields (especially email addresses, as these are essential for client records in Practice Better).
    
3. If you received an appointment history export, review it for completeness and accuracy.
    
4. Save all 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 according to HIPAA and privacy regulations.

Step 3: Prepare Your Files for Practice Better

Practice Better's import system works best with clean, well-organized CSV files. Here's how to prepare your Charm data for a successful import.

Preparing Client Demographic Data

1. Open the Patient Demographics CSV file from your Charm export using Excel, Google Sheets, or another spreadsheet application.
    
2. Confirm the file includes clear column headers (e.g., First Name, Last Name, Email, Date of Birth, Gender).
    
3. Review the data for any Charm-specific fields that won't transfer to Practice Better, such as Charm's internal Record IDs or system-specific codes.
    
4. Remove any unnecessary columns that are unique to Charm's platform.
    
5. Ensure date fields are formatted consistently (mm/dd/yyyy is recommended).
    
6. Save the cleaned file in CSV format if you made any changes.

Understanding What Can Be Imported

Practice Better can import the following information from Charm:

• Client demographics: Name, email, phone, address, date of birth, gender, and contact information.
• Client documents: Chart notes, intake forms, and other documentation (requires separate file organization).

📍 Note: Charm appointment history cannot be directly imported into Practice Better's calendar. You'll need to recreate recurring appointments or upcoming sessions manually within Practice Better after your client data is imported.

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, it's time to verify everything transferred correctly. This quality check ensures you can confidently begin working in Practice Better.

1. Go to the Clients section in Practice Better to confirm imported data.
2. Review several client profiles to ensure:
   • Client names, emails, and contact information appear correctly.
   • Demographic details like date of birth and address transferred accurately.
   • No duplicate profiles were created.
3. Check your import history by clicking the More Options menu (3 dots) near the top-right of your Client list and selecting Client Import History.
4. Test a workflow, such as:
   • Opening a client record and reviewing their information.
   • Sending a client an invitation to activate their account.
   • Booking a test appointment.

✅ 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?

Migrating your practice is a significant step, and we're here to support you every step of the way. If you run into questions, encounter any challenges, or would prefer hands-on guidance:

• Use the in-app chat by clicking "Contact Support" in the footer of your Practice Better dashboard, or the chat icon in the help center.
• Submit a support ticket through your account by asking our AI agent for detailed assistance from our team.
• Request white-glove migration assistance by filling out this form if you'd like our team to handle the technical details for you.

✅ 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. Welcome to Practice Better — we're excited to be part of your practice's journey!