Leaving SimplePractice (Moved)

READ ME This documentation is intended to assist providers who are transitioning from SimplePractice (SP) to another Electronic Health Record (EHR) system. The information provided will mainly focus on exporting all of your Protected Health Information (PHI) and private practice data from SP. A separate document will cover the process of  importing your data into your Google Workspace⁠  account for use as an EHR.

SimplePractice Exporting Process

The data export process should only be carried out once your internal staff and patients have been transferred to your new EHR system.
SP does not make it easy for providers to leave the platform. The company imposes limitations on exporting data, making it challenging for providers to switch. Their practices raise compliance and ethics concerns due to laws and regulations on maintaining health records. To protect your business and professional licensure, you must be overly cautious in capturing the necessary data before canceling your account.

Timeline

The exporting process from SP may take several days or weeks. Once your providers and patients are moved to your new EHR system, I recommended contacting SP support to request a free 30 days to offboard.
Offboarding from SP should happen when you are not using the platform anymore. You may be susceptible to data loss if you still use SP during offboarding. The expectation to this is if you are moving discharged or deactivated patient data.

SimplePractice Client Data Export

Follow the step-by-step guide for data exporting.

SimplePractice Client Chart Export
https://dubble.so/guides/simplepractice-client-chart-export-7zd9wrlhlnx9jaqbw5gv

All Clients vs. One Client File Export Structure Differences

Exporting Alls Clients at Once

As you can view in the first screenshot, client data is exported by document type. This means client files are spread out under different folders.
It is advisable to exercise caution when exporting clients through this particular solution, as a batch export from SP may result in disorganized data and potential data loss issues.

Exporting One Client at a Time

Exporting one client at a time is the best solution for data management. This option exports a client's data individually, which is ideal when importing into a new healthcare record system.
Please be advised that we highly recommend providers utilize the "One Client" export option when transferring patient data from their SP account. This export option ensures a more seamless data management experience. The client data will be exported under a single folder, facilitating easier data import into other cloud solutions.

Internal Data Manual Export

SimplePractice Calendar History

SimplePractice does not allow you to download/export your calendar history. You will need to take screenshots of each month or week manually. This will depend on if your calendar events all display on the month view; if not, you may need to take screenshots of in week or day view to capture all appointment history.
Take a screenshot of each month.
If there is an option to print to PDF, I would also do this in month view.
If you have a lot of events on a given day, some of the events will be cut off in the monthly view. You will need to take screenshots in the week view.
You can also print to PDF in the weekly view

SimplePractice Clients & Contact Information

Screenshot or print to PDF the following Client and Contact information
Inactive Clients
Contacts
Clients
Clients & Contacts

Run Reports

SP has different exporting options for various reports. This is specific to how you select the date range for export. When selecting a data period, select "All Time" when available to ensure tour entire history is exported. Some reports do not have the "All Time" option. You will need to input a "Custom Range" from the first day you opened your SP account to the present day. Reference the two screenshots below.
  • SP reports can be downloaded in Excel or CSV format.
  • Google Sheets supports both file format types. However, it is easier to manage Excel files in Google Drive.
  • Make sure you select the date range from the first day you opened your account until the current day
invoices report
income report
appointments report
client attendance report
client referral sources report

Account Activity

In this section, you will need to print to PDF. SP does let you export this data, although it is essential for adulting. The activity logs serve as a complete history of your account.

Make sure to select > All events > All time
Sign In Events
HIPAA Audit Log
Account History

Services Information

Print to PDF to capture this data.
Billing and Services

SimplePractice Forms *Optional

  • You may want to reference the internal and patient forms you used.
  • You can go into your form templates and print to PDF to keep a copy for your records.
  • This may come in handy if you need references to build a form in the future.

Stripe Data

If you used SimplePractice Stripe integration, you would have the option to sign into Stripe and download all client and payment history into CSV files.
Customer Payment Information History
Stripe Unified Payments
Stripe Payouts
Stripe Customers
Stripe Balance History
Your Stripe account will be permanently linked to SimplePractice and can not be used anymore. You will be able to access the information.

Import PHI & Private Practice Data into Google Drive

Webinar Slide Deck

References