Migrating from IntakeQ/PracticeQ to Practice Better

In this article:

• Before You Begin
• Data Ownership
• Step 1: Export Data from IntakeQ/PracticeQ
• 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 IntakeQ/PracticeQ account with Account Owner access.
• An active Practice Better account (Professional plan or higher recommended for full import features).
• 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 IntakeQ/PracticeQ 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.

🔒 Your clients' privacy and your practice's data security are our top priorities throughout the migration journey.

Step 1: Export Data from IntakeQ/PracticeQ

IntakeQ/PracticeQ allows you to export your client list, appointment history, client files, and claims data. Work through each export type below before moving on to Step 2.

Learn more about Exporting Client Data From PracticeQ → 

📍 Note: CSV exports do not support certain file types like signatures or uploaded attachments. For attachments or unsupported formats, rely on the PDF export methods.

Exporting Your Client List

1. Click Lists > Clients.
2. Click the Export Clients button below the Search button.
3. Select Export All Clients.
4. A CSV file will download with your client's details.

📍 Note: To export a filtered subset of clients instead, enter your filter criteria, click Search, click Export Clients, and select Export Search Results.

Exporting Client Files (Notes, Intakes, and Records)

PracticeQ allows you to export notes, intake forms, and full records for individual clients as PDFs. These files can be uploaded to each client's Documents section in Practice Better after migration.

1. Click Lists > Clients.
2. Locate the client using the search filters, then click the blue Open button.
3. Within their profile, click the three dots icon.
4. Select one of the following export options:
   • Export Notes to download the client's chart notes as a PDF.
   • Export All Intakes to download completed intake forms as a PDF.
   • Export All Records to download a combined PDF of all client records.
5. Save each file to a clearly labeled folder on your computer (for example: Last Name, First Name).
6. Repeat for each client whose files you want to bring into Practice Better.

📍 Note: PracticeQ exports client files one client at a time. Plan extra time if you have a large number of clients to export. To request a bulk data export, the PracticeQ team can generate one for a fee. 

Exporting Appointments

1. Click Lists > Appointments.
2. Complete the search filters to define your date range and any other criteria, then click Search.
3. Click Export > Export to CSV.
4. A CSV file will download with your appointment details.

Exporting Invoices

PracticeQ's invoicing system allows you to export invoice data, including line items and payments, into CSV spreadsheet files. Export and retain these files for your own financial records. Invoices cannot be imported into Practice Better.

1. Go to Lists > Invoices.
2. Apply search filters to select date range, status, invoice number, etc. and click the Search button to apply your filters.
3. Click the Export button to open the dropdown menu and select one of the following export options:
   • Export Invoices to CSV: This export contains essentially all invoice information, with one invoice per line of the file.
   • Export Line Items to CSV: This export contains all of the invoice line items in separate rows of the file.
   • Export Payments to CSV: This export contains all payments processed or manually tracked on invoices, with one payment per row of the file.
   • Export Invoices to PDF: This export contains all invoices as PDF documents.
4. Save each file to a clearly labeled folder on your computer.

Exporting Claims

PracticeQ supports three views for exporting claims data. Export and retain these files for your own financial records. Claims data cannot be imported into Practice Better.

From Claims View:

1. Click Lists > Claims.
2. Complete the search filters to narrow the results.
3. Click Export to CSV and select one of the export options.

From Payments View:

1. Click Lists > Claims.
2. Click the Payments button to change the view.
3. Complete the search filters to narrow the results.
4. Click Export to CSV and select one of the export options.

From Appointments View:

1. Click Lists > Claims.
2. Click the Appointments button to change the view.
3. Complete the search filters to narrow the results.
4. Click the arrow next to the Search button and select Export to CSV.

⚠️ Important: Financial and claims data exported from PracticeQ cannot be imported into Practice Better. Export and retain these files for your own records before making the switch.

Step 2: Review Your Exported Data

Before moving forward, take a moment to open each exported file and confirm the information is complete and accurate. Catching any issues now will make the import process much smoother.

• Open each CSV file and confirm client information appears complete.
• Check for formatting inconsistencies or duplicate records.
• Verify that email addresses are present for all clients, as these are required fields in Practice Better.
• Confirm that client file folders are clearly labeled with client names.
• Save all files securely on your computer before proceeding.

⚠️ Important: Your exported files contain sensitive client information. Store them in a secure location and handle them with care 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. A few adjustments will help ensure a smooth import.

• Reference Practice Better's downloadable CSV template during the import process to confirm which fields are supported and how they should be formatted. Aligning your PracticeQ client export to this template will help avoid errors.
• Remove any PracticeQ-specific fields that won't transfer to Practice Better, such as internal system IDs.
• If you've exported multiple reports, keep them as separate files.
• Ensure client file folders are clearly labeled (for example: Last Name, First Name) before uploading documents to individual client records.

💡 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

Ready to make the move? Practice Better offers expert assistance to make your migration as seamless as possible.

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

Once you've submitted the form, here's what to expect:

• Our team will guide you through the process of importing your client data and files into Practice Better.
• Client PDFs exported from PracticeQ will be uploaded to each client's Documents section in Practice Better, keeping your records organized and accessible.
• Get up and running quickly, seeing clients with minimal disruption and downtime.

💡 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 5: Verify Your Data

After your import is complete, take a few minutes to confirm everything transferred correctly. This quality check gives you confidence before you start seeing clients 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. 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. Navigate to individual client records and confirm that uploaded documents appear in the Documents tab.
5. Test a simple workflow, such as opening a client record, reviewing their information, or sending a client an invitation to activate their account.

✅ 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.
• Submit a support ticket through your account by asking our AI chat agent for 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.