Migrating from Kalix 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 Kalix
• 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 Kalix 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. Kalix backups can take several hours to generate, so plan accordingly.

💡 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 Kalix 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 Kalix

Kalix makes it easy to take your data with you. The most complete option is a full account Backup, which packages nearly everything in your account into a single downloadable file.

Creating a Full Account Backup

The Backup function creates a copy of all the data and documents saved in your Kalix account.

1. In Kalix, go to Settings (your practice name) and select the Backup subsection.
    
2. Click Start Backup. Kalix will display an alert confirming the backup is being created.
   
    
3. Allow time for the backup to generate. This can take several hours, and you can continue working in Kalix or navigate away while it processes.
    
4. When the backup is complete, a notification will appear on the bell icon in the menu bar.
    
5. Return to the Backup page and click Download to save the compressed (ZIP) file to your computer.
   

Your backup ZIP file is organized into folders including Appointments, Bill Items, Bills, Clients, Clinicians, Contacts, Document Templates, Documents, Messaging, and Referrals. Your client demographics are saved in the Clients folder. Your chart notes, forms, generated documents, and uploaded files are stored in the Documents folder, sorted into a separate subfolder for each client. PDF copies of all bills are stored in the Bills folder.

Exporting Your Client List

Your client demographics should already be included in the Clients folder of your backup. If you would also like a standalone, easy-to-review copy of your full client list, you can export it directly.

1. In Kalix, hover on Clients in the top header, then select Clients.
    
2. Scroll to the bottom of the page and click Export All Clients.
    
3. Kalix will download your client list to your browser. The download may take a few minutes to appear, so check your Downloads folder if you do not see it right away.
    
4. Your client file will be saved to your Downloads folder. To keep it somewhere else, open the file and use Save As to choose your preferred location.

Understanding Financial and Billing Data

Kalix stores PDF copies of your bills in the Bills folder of your backup, and its billing and payment reports can also be exported to CSV.

⚠️ Important: Historical financial and billing data 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

Once your backup has downloaded, take a moment to review what you received. Understanding your data now will make the import process smoother.

1. Extract the Backup ZIP file to a secure location on your computer.
    
2. Open the extracted folders and confirm the information is complete, especially the per-client subfolders inside the Documents folder.
    
3. Open the client file in your Clients folder and confirm client information appears complete and accurate.
    
4. Check for duplicate entries or formatting inconsistencies, and confirm email addresses are present, as these are essential for client records in Practice Better.
    
5. Save your files securely before moving forward with preparation.

⚠️ 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 files. A few adjustments will help ensure a smooth import.

Preparing Client Demographics

• Open the client file from the Clients folder of your Kalix backup in Excel, Google Sheets, or another spreadsheet application.
• Confirm the file includes clear column headers such as First Name, Last Name, Email, Phone, Date of Birth, and Address.
• Remove any Kalix-specific fields that will not transfer to Practice Better, such as internal system IDs.
• Align your columns to Practice Better's downloadable import template so your fields map correctly.

💡 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.  

Preparing Chart Notes, Forms, and Documents

• Locate the per-client subfolders inside the Documents folder of your Kalix backup.
• Keep each client's files together and clearly labeled (for example: Last Name, First Name) so they are easy to match to the right client record.
• These files will be uploaded into each client's Documents section in Practice Better, keeping your records organized and accessible.

Keeping Financial Records Separate

• Keep your bill PDFs and any billing or payment CSVs in a separate, clearly labeled folder for your own records, since this data is not imported into Practice Better.

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

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

• Our friendly team of helpers will guide you through the process of obtaining and importing your client data and files into Practice Better.
• Client documents and chart notes exported from Kalix will be uploaded to each client's Documents section in Practice Better.
• Depending on the migration option you choose, our team may also be able to bring over additional data, such as your appointments. Ask the migration team what's included so you can choose the option that fits your practice.
• Get up and running quickly, seeing clients with minimal disruption and downtime.

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 names, emails, contact information, and demographic details like date of birth and address transferred accurately, and that 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 with the Premium Migration package by filling out the form here 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.