Migrating from Biocanic 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 Biocanic
• 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 Biocanic account with access to your client records.
• An active Practice Better account (Professional plan or higher recommended for full import features).
• Time set aside to request and download your Biocanic data before you begin your migration.

It helps to know what moves over before you start:

• What our migration team can import: your client list, including demographic details like name, email, address, and date of birth, and client documents such as notes, assessments, lab results, and supplement protocols saved as files.
• What will not transfer: form templates, custom fields, and programs or courses. Plan to rebuild these in Practice Better.
• Client accounts: your clients' Biocanic logins do not carry over. After your import, you'll invite each client to their new Practice Better client portal.
• Migration service scope: importing your client list is part of our free migration service. Importing client documents is part of our premium migration service.

💡 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 Biocanic 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 Biocanic

Biocanic's documentation describes two parts to getting your data out: requesting a client list from their support team, and downloading individual client records from inside your account. For the full details, see Biocanic's article, Instructions to Download Client Data.

💡 Tip: Biocanic's documentation describes these downloads client by client. If you have many clients, ask Biocanic's support team at help@biocanic.com whether a bulk export of client records is available for your account.

Requesting Your Client List

1. Email Biocanic's support team at help@biocanic.com.
2. Ask for a client contact list extract as a CSV file.
3. Save the CSV file to a secure location on your computer once Biocanic sends it to you.

Downloading Client Records

According to Biocanic's documentation, client records are downloaded from each client's record in your account:

• Lab results: From the client dashboard, click View/Download File.
• Assessments: Open the assessment's Print View, then use your browser's print menu to select Save as PDF.
• Supplement protocols: Download from the Printable View.
• Notes: Click View All from the Notes and Communications section, then print or save as a PDF.

⚠️ Important: Financial data cannot be imported into Practice Better's billing and payments section. Biocanic notes that invoices are available in your connected billing platform. Export and retain your invoices and payment records for your own financial records before making the switch.

Step 2: Review Your Exported Data

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

1. Open your client list CSV and confirm it opens without errors.
2. Check that each client's name and email address are correct and consistent.
3. Confirm your downloaded client records open correctly.

⚠️ 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

A little organization now helps our migration team match every file to the right client.

• Keep your client list CSV as Biocanic provided it. Our migration team formats it for import.
• Make sure each client's name and email address match between your CSV and your downloaded records. A mismatch can create a duplicate client profile.
• Save each client's records in their own clearly labeled folder, 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? With premium, 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 Biocanic data.
• Your client list will be imported into the My Clients section of Practice Better.
• With our premium migration service, your client documents will be uploaded into each client's Documents section.
• Your imported clients will not be invited to their client portal automatically, so you can choose when to invite them.
• 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.
   • No duplicate profiles were created.
      
3. Confirm client documents appear in each client's Documents tab, if your migration included documents.
    
4. Test a simple workflow such as:
   • Opening a client record and reviewing their information.
   • Sending clients an invitation to activate their account.

✅  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.