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Migrating from Cerbo to Practice Better

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Switching to a new EHR doesn't mean starting from scratch. You can bring your patient records, appointment history, and chart data from Cerbo into Practice Better, making the transition smooth and straightforward. This guide walks you through each step of the migration process.

In this article:

Before You Begin

Make sure you have:

  • An active Cerbo account with Superadmin access (required for individual chart exports) or clinic main contact status (required to request a bulk export).
     
  • An active Practice Better account (Professional plan or higher recommended for full import features).
     
  • The chart export option enabled in Cerbo. If you do not see Export Patient as Package under My Links, contact Cerbo support at support@cer.bo to have it enabled.
     
  • Time set aside to complete the migration process without interruption.

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

Understanding Data Ownership

Your patient data is always yours. When migrating from Cerbo to Practice Better:

  • You retain full ownership of your patient 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 patients' privacy and your practice's data security are our top priorities throughout the migration journey.

Step 1: Export Data from Cerbo

Cerbo supports several export types depending on the data you need. For the most complete migration to Practice Better, you will want to export client demographics, appointment history, chart data, and financial records separately. Where available, CSV format is preferred for import into Practice Better, and the HTML export from Cerbo is also compatible.

Exporting Client Demographics

Client demographic data is exported using Cerbo's Advanced Patient Search tool, which generates a CSV file compatible with Practice Better's import system.

  1. In Cerbo, go to Admin > Advanced Pt Search.
     
  2. Apply any filters needed (for example, filter by Patient Status to export only Active patients), or leave all filters unchanged to export your full patient list.
     
  3. Scroll to the bottom of the page and check the box to Export as CSV.
     
  4. Click Generate This Report.
     
  5. Save the CSV file to a secure location on your computer.

📍 Note: If you forget to check the Export as CSV box before generating, an Export Spreadsheet option is also available in the upper-right corner of the results page. The CSV export includes fields such as patient name, date of birth, contact information, address, gender, insurance details, and more.

Exporting Appointment History

Your appointment history can be exported as a CSV file using Cerbo's Calendar Report tool.

  1. From the top menu in Cerbo, go to Scheduling > Calendar Report(s).
     
  2. Set your desired Date Range to capture past and/or future appointments.
     
  3. Apply any additional filters such as appointment type, status, provider, or location as needed.
     
  4. Select Spreadsheet as the report format.
     
  5. Click Create Report to download the CSV file.
     
  6. Save the file to a secure location on your computer.

📍 Note: You can also open this report from within an individual patient's chart to download appointments for that patient only. To include deleted appointments in your export, check the "Include deleted appointments" box before generating the report.

Exporting Patient Chart Data

Patient chart data, including SOAP notes, encounter notes, uploaded documents, and images, is exported from Cerbo as a ZIP file in HTML format. Practice Better's migration team accepts HTML chart packages.

Exporting an Individual Patient Chart

If you need to export records for a single patient:

  1. Open the patient's chart in Cerbo.
     
  2. Go to My Links > Export Patient as Package.
     
  3. Cerbo will generate and download a ZIP file containing the patient's full chart.
     
  4. Once downloaded, right-click the ZIP file and select Unzip to extract the contents.

📍 Note: If you do not see "Export Patient as Package" under My Links, contact Cerbo support at support@cer.bo to have this option enabled. Only Superadmin users can access this feature.

The ZIP file contains the following:

  • /documents: All uploaded and generated documents linked from the overview file.
  • /images: All uploaded photos and images linked from the overview file.
  • /thumbs: Lower-resolution copies of images.
  • overview.html: A "Face Page" containing the patient's basic stats, medications list, SOAP notes, and secure message communications.

If the full chart is not needed, you can remove individual files from the /documents folder or edit the overview.html file before proceeding.

Requesting a Bulk Patient Chart Export

If you need to export chart data for your entire patient population:

  1. Contact Cerbo support at support@cer.bo to request a bulk export. This request must be submitted by your clinic's main contact.
     
  2. Specify that you would like the export as a ZIP file in HTML format.
     
  3. Cerbo will generate individual patient folders, each containing the same file structure described above.
     
  4. Once delivered, store the files securely until you are ready to proceed with the import.

⚠️ Important: Please note that charges may apply for bulk exports. Contact Cerbo support for details or refer to Cerbo's help center.

Exporting Financial Data

Practice Better does not currently support importing historical financial data from Cerbo. We strongly recommend exporting your financial records from Cerbo and retaining them for your own records before completing your transition.

Cerbo offers several financial reports you can export as CSV files. 

To be thorough, consider running all three:

  • Export Charges to Excel: Go to Reporting > Financial Reports > Less Commonly Used Reports > Export Charges to Excel. This report provides transaction logs for all charges and payments during a specified period, including insurance reimbursement data and diagnostic codes.
     
  • Patient Balance Report: Go to Reporting > A/R & Pt Balances. This report captures patients with outstanding balances or unused credits. Once your criteria are selected, click Export Search Results above the Balance column.
     
  • Export Unallocated Charges: Go to Reporting > Financial Reports > Less Commonly Used Reports > Export Unallocated Charges. This report provides a quick reference for payment allocation, including dates, amounts, and patient information.

📍 Note: Financial reports that include payment method information will show the payment type (check, credit card, cash, etc.) but will not include full or partial account numbers.

Exporting Custom Vitals Data

If your practice has custom vitals configured in Cerbo, these are not included in the standard chart export and must be downloaded separately. Practice Better does not currently support importing custom vitals data, but we recommend exporting and retaining this report for your own records before completing your transition.

  1. In Cerbo, go to Reporting > Non-Financial Reports > Patient Reports > Lab Values Tracking.
     
  2. Generate and export the report as a CSV file.
     
  3. Save the file to a secure location on your computer.

Step 2: Review Your Exported Data

Before moving forward, take a moment to review each file you've exported. A clean, accurate export now means a smoother import later.

  • Open each CSV file and confirm the information is complete and accurate.
     
  • Check for formatting inconsistencies, missing fields, or duplicate records. Pay particular attention to email addresses, as these are required for client records in Practice Better.
     
  • Confirm your chart ZIP files downloaded completely and can be opened without errors.
     
  • Save all files securely on your computer before proceeding.

⚠️ Important: These files contain sensitive patient information. Store them in a secure, access-controlled location throughout the migration process.

Step 3: Prepare Your Files for Practice Better

Practice Better's import system works best with clean, well-organized CSV files. Before uploading, take a few minutes to prepare your exports.

  • Confirm your client demographics CSV includes clear column headers (for example: First Name, Last Name, Email, Date of Birth, Phone).
     
  • Remove any Cerbo-specific fields that won't transfer to Practice Better, such as internal patient IDs or system-only codes.
     
  • Keep each export type as a separate file. Do not combine your demographics CSV with your appointments CSV.
     
  • For chart ZIP packages, keep the original folder structure intact. Do not rename or reorganize files within the ZIP before submitting them to Practice Better's migration team.

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

Step 4: Import Data into Practice Better

When 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 team will guide you through the process of submitting and importing your data into Practice Better, including your chart ZIP packages.
  • 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 that names, emails, contact information, and demographic details appear correctly.
     
  3. Check that no duplicate profiles were created. You can always Merge Client Records in practice better if needed. 
     
  4. Go to a client's Documents tab to confirm that chart files uploaded during the migration are accessible.
     
  5. Test a simple workflow, such as sending a client an invitation to activate their account or booking a session, to ensure everything is functioning as expected.

✅  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 from the Help menu (?) in your Practice Better dashboard, or click 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.

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