Migrating from Practice Fusion 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 Practice Fusion
• 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 Practice Fusion account with administrator rights. The EHI export tool requires admin access.
• An active Practice Better account (Professional plan or higher recommended for full import features).
• Time set aside to complete your Practice Fusion export before you begin your migration.

💡 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. 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 Practice Fusion 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 Practice Fusion

Practice Fusion's EHI export gives you your complete electronic health record in one place: your client list, chart notes, appointments, and documents. This is the export our migration team works from, so it is the main thing you need.

1. Log in to Practice Fusion as an administrator.
2. Go to Reports > EHI export under the Clinical reporting section.
3. From the dropdown, select All patients to include your full patient population.
4. Select Create EHI export in the top-right corner.
5. When your export is ready, open the EHI exports tab and select Download file to save it to your computer.

Important things to note:

• The EHI export downloads as a set of tab-separated value (.tsv) files inside one or more ZIP folders. This is the expected format. Our migration team combines and prepares these files for you, so no conversion is needed on your end.
   
• Psychotherapy notes are a protected note type in Practice Fusion and are not included in the EHI export. If your practice keeps psychotherapy notes and you need them moved, contact Practice Fusion directly to arrange a separate export before you close your account.
   
• Your EHI export includes financial and billing data, such as superbills and insurance details. Export and retain these files for your own financial records before making the switch.

Step 2: Review Your Exported Data

Once your EHI export downloads, take a moment to review what you received. Understanding your data now will make the import process smoother.

1. Extract the ZIP folder or folders to a secure location on your computer.
2. Confirm the export completed and the files open without errors.
3. Keep the files together so nothing is separated before your migration.

⚠️ 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 Fusion exports need very little preparation on your side, since our team does the technical work of combining and formatting your files.

• Keep the ZIP folder or folders and their .tsv files intact. Our migration team combines and formats them for import, so you do not need to convert, merge, or clean the files.
• If you exported anything separately, such as documents downloaded from a client's chart, keep those in clearly labeled folders, for example: Last Name, First Name.
• Keep your financial and billing records in a separate, clearly labeled folder for your own records, since this data is not imported into Practice Better.

💡 Tip: Not sure whether you have everything you need? Our migration team reviews your export with you and flags anything missing before the import begins.

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 Practice Fusion data.
• Your chart notes will be imported into each client's Notes section in Practice Better.
• Your appointments will be imported from your export, including future scheduled appointments.
• Your client documents will be uploaded into each client's Documents section.
• 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:
   • Client names, emails, and contact information appear correctly.
   • Demographic details like date of birth and address transferred accurately.
   • Chart notes appear in each client's Notes section.
   • Appointments appear as expected, including any future scheduled sessions.
   • No duplicate profiles were created.
      
3. Test a simple workflow such as:
   • Opening a client record and reviewing their information.
   • Sending clients an invitation to activate their account.
      
4. Confirm client documents appear in each client's Documents tab.

✅ 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.
• 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.