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Exporting Data from Another EMR, Practice Management or Scheduling System

Mark OM, Support
Updated

Exporting Data from Another EMR, Practice Management or Scheduling System

Note: If you are looking to export data from OptiMantra, please visit the following article: /hc/articles/42341553632404

 Export data from your previous system
 

FAQs:

  1. What happens to my data when I export from the EMR system?

    Once you export data from your EMR system, it typically continues to be stored in that EMR itself for reference. If you need access to any information from your charts or invoices before transitioning to a new system, you should be able to retrieve it from the EMR during the transition period. However, it's essential to verify with the specific EMR provider regarding their data retention policies during any transition. 

    Note that any new data you create in your existing EMR will not be part of the export - so either start using OptiMantra as soon as the download occurs, or note that any new notes and patients created after export will need to be transferred individually by you or your team (usually a pretty quick process).

     

  2. If the exported data stored on my computer temporarily,  could it inadvertently end up in non-compliant locations, like cloud storage?

    If your computer automatically backs up to cloud storage, there's a possibility that the data could be uploaded there. In that case, we recommend turning off the cloud sync before you download your data. 

    For any downloads, please upload the data to the secure destination (either our ticketing system or an upload link our team will provide in the ticket, for very large files) and delete it from your local storage. Ensure that you also delete it from your trash or recycle bin to prevent any accidental exposure of sensitive information.

     

  3. If given the option to choose between CSV or Excel format during export, which should I select?

    The choice between CSV and Excel format shouldn't impact the data transfer process. However, for very large files, Excel files are automatically compressed, potentially resulting in faster downloads. 
     

  4. When is the best time to perform the data export?

    We recommend conducting the data export during weekdays when support services are readily available to assist in case of any issues. Planning the export on a Wednesday or Thursday allows time for data verification and addressing any data quality concerns, and then a load over the weekend. Please coordinate with our team so we can schedule your import since we have limited weekend data load slots available! You can reach out to us through a ticket (or by calling 866-868-5070 for any questions). Please see this article on what data we can import and where it will be located: 

    We work as hard as possible to quickly validate, clean and load your data for you - but please note that depending on data quality and volume the required processing time can vary significantly, and we cannot predict how long the data load will take.
     

  5. What happens if I need to upload data more than once?

    The import process is a single upload and not designed to have multiple uploads.  If a subsequent upload is needed, here is how the system handles each type of data:

    Patients: The system compares incoming records against existing ones using the patient's name and date of birth. If a match is found, that record is skipped entirely. This means existing patient records will not be overwritten or updated during a follow-up upload. Only patients who are not already in the system will be added.

    Files and documents: The system works similarly for uploaded files. If a file already exists in the system, it will be skipped so that duplicates are not created.

    Appointments: Appointments cannot be included in any subsequent data upload. Because OptiMantra and your previous EHR operate as independent scheduling systems, there is no reliable way to determine whether an existing appointment was modified, moved, or canceled in the old system. Attempting to sync appointments could create duplicate or conflicting entries. Appointments will need to be entered directly in OptiMantra.
     

  6. What is a C-CDA file and how will it be used in OptiMantra?

    A C-CDA (Consolidated Clinical Document Architecture) is like a standardized medical summary - think of it as a snapshot of a patient's medical history at a specific point in time. Some EHR systems can export patient records in this format.

    When you upload C-CDA files to OptiMantra, they'll be stored as reference documents - similar to PDFs of your old charts. This means you can open them and review the patient's historical information, but the data won't automatically populate into our system's active workflow (like your current patient list, appointment scheduler, or inventory).
    You can however view the C-CDA while charting using the folder icon on the right (see screenshot) to see your documents and clicking on the C-CDA file.

     

    7.  I am using AI to help gather this information.  Do you have a way to help?

    If you use an AI assistant (such as ChatGPT, Gemini, Claude, Copilot, or similar) to help reformat or prepare your data for this migration, please be aware that patient records contain Protected Health Information (PHI) under HIPAA. Submitting PHI to a third-party AI tool is a disclosure to a third party. Many free or consumer versions of AI tools are not HIPAA-compliant and may store, log, or use submitted data to train their models unless you are on a business/enterprise plan with a signed Business Associate Agreement (BAA) in place with that AI vendor.

    Before sharing any real patient data with an AI tool, confirm that you are using a business/enterprise plan and that a BAA is in place if required under your organization's HIPAA compliance policies. If you are unsure whether your AI tool meets these requirements, a safer approach is to give the AI a small sample of de-identified or fictitious data so it can work out the correct format, and then apply that same format to your real file yourself — without ever sharing actual patient data with the AI.

    OptiMantra provides guidance in this article as a convenience to help format your data export. We are not a party to your use of any third-party AI service, and it remains your practice's sole responsibility to ensure that any use of AI tools with patient data complies with HIPAA and all other applicable privacy and data protection laws.
     

    How to use this with your AI assistant

    1. Download the attached Data Export Guide (a short document explaining the format we need): AI .md File
    2. Open your AI assistant of choice — ChatGPT, Gemini, Claude, Copilot, or whatever your practice already uses.
    3. If your practice's data contains real patient information, review the disclaimer above before starting step 3. Start a new conversation. Attach the Data Export Guide (or paste its contents in) along with the data export from your current system.
    4. Ask the AI to convert your data into CSV files following the guide — one file per record type (patients, appointments, contacts, etc.), matching the categories of information described rather than any exact column names.
    5. Read the AI's summary of anything it had to guess, split awkwardly, or couldn't map — don't skip this part. Fix anything that looks wrong before sending the files to us.

Exporting Data from Another EMR


Export data from your previous system

AdvancedMD

To export your patient demographics from Advanced MD, please follow these steps:

 

1. Log into Advanced MD, and then click the Reports option on the main menu bar.

2. Select the option Patient Listings, then select Demographics Listings.

3. A new window will appear. At the bottom of this window, select the option to Send to File, and you then want to choose the option for Excel in the drop down menu to the right.

 

You should be able to export CCD (chart summary) files via:

Tools > Data Portability Export Tool

 

 

Aesthetic Record

Export Your Patient List

  1. Login to AR via web
  2. Click on "Clients" (or Patients)  tab located in the top navigation bar.
    1. You can always click on the + button and select all the fields you want to display in your export (first name, last name, email, phone number, etc)
  3. Then click on Import/Export. 
  4. Next choose EXPORT to Excel or export as a CSV. 
 

 

Submit A Ticket for A Full Export for Patient Charts and Documents

  • Request a full export of all patient documentation
  • Asthetic Record will provide a single zipfile comprised of individual patient-zipped files (format is firstname_lastname_ARPatientID  - which is why it is is helpful to get the demographic export first to match IDs!)

 

 

Athena

 
To export information
  1. Access the Manage Data Exports page: On the Main Menu, click the Settings icon ⚙. Under ADMIN, click Clinicals. In the Task Bar, under PRACTICE LINKS — Other, click Manage Data Exports.
  2. Export Type
    • Select CCDA from the drop down list to export CCDAs.
    • Select Clinical Chart Export from the drop down list to export PDF charts data.
    • Select Appointments from the drop down list to export Appointments.
    • Select Patient Demographics from the drop down list to export Demographics.


 

Managing User Roles

The provider must have the ability to add and remove roles. To manage a user's roles, follow these steps:

  1. Click the Gear icon.
  2. Select User.
  3. Select Users.
  4. Click the Search button.
  5. Select the Update link for the desired user.
  6. Select the Roles tab.
  7. Click the Edit button.

From here you can add and remove roles, such as Manage Data Export.

 

 

Cerbo (formerly MDHQ)


Please submit a request with the Cerbo support team for a full export (HTML, not XML) and share the archive file on a Ticket.

 

Charm EHR

Exporting Patient Demographics
https://www.charmhealth.com/resources/patient-management/patient-registration.html#export-patient-list
 

Exporting Appointments
https://www.charmhealth.com/resources/appointments/appointment-reports.html


 

Exporting Charts & Documents
You can ask Charm support team to export your charts in either PDF, or CCDA format. PDF is the most versatile.

 

ChiroTouch

Depending on which version of ChiroTouch you’re using, these steps may not be accurate. If you're running into difficulty export your data, reach out to the ChiroTouch team directly for assistance.


 

 Exporting your Customers from ChiroTouch

  • Click on Billing/Statement Reports
  • Select Data Export
  • On the left-hand side, select Patient Data as the export type
  • From the filter menu, 
    • Select Patient First Name, and select Present as the criteria, then click Add
    • Repeat for Patient Last Name, Patient Phone Number, and Patient Birth Date. 
    • Select as many details as you can to ensure you’re retrieving all of your desired demographics
  • Click Save
    • This will save the custom filter for future use - save this report filter on the computer
    • To access the saved filter in the future, click Load on the Data Export screen and select the filter file) 
    • This saving step only needs to be done for the first patient export
  • Select Excel, and then click on Export
  • Open the file
  • Create the headers (by selecting the first row, then right-click, then Insert), and insert the appropriate headers (Patient First Name, Patient Last Name, DOB, Phone Number). 
    • There may be a couple of columns containing phone numbers. Choose the column with the cell phone numbers, and label this “Phone number”
  • Here is Chirotouch's guide to their data export

Exporting your Appointments from ChiroTouch

You may be able to export appointments with the “Future Schedule By Date” report


 

Exporting your ChiroTouch Chart Notes

Chart data is exportable for individual patients and not in bulk. ChiroTouch may be able to perform this for you, but most likely at a cost. Reach out to them for further information should exporting individual patients be too cumbersome.

Charts from ChiroTouch can be exported by following these steps:

  • Choose your patient
  • Go to Dx and then hit the Print button on the right side of the screen
  • An options box will appear. Specify the way you would like your chart notes
  • Name - Use facility name and address
  • Print in chronological order
  • Include diagnosis
  • Print chart notes (you can choose specific dates, or All)
  • Hit OK. Choose to preview on screen
  • Hit the Export button and make sure the export type is PDF
  • Hit Browse for location
  • Name your file - make sure you use the patient first name, last name and date of birth to make sure OptiMantra can properly attribute the file to a patient

Each patient’s chart notes will need to be exported in this manner
 

Put all your exported PDF files in a zip file, and then upload the single zip file to your OptiMantra import ticket request

DrChrono 


Here is a list of items that can and cannot be exported: https://support.drchrono.com/home/9485578343195-patient-data-export

 

A. Exporting your patient demographics data

Please follow the instructions here:  https://support.drchrono.com/home/200031075-exporting-patient-demographics


 

B. Exporting your future and past appointments

Please follow the instructions here:  https://support.drchrono.com/home/360001353146-generating-an-appointment-report


 

C. Exporting your patient charts (using Export C-CDA XML)

Please follow the instructions here: https://support.drchrono.com/home/enhanced-c-cda-exporting-bulk-export-and-scheduling-of-export#h_01GEFMWXYCTT3P9SMMCB75QPFT


 


 

eClinicalWorks (eCW)

 

Please see the following steps from eCW support, to export patient C-CDA (chart summary files).

We can pull demographics data from the C-CDA files, and import your patients, followed by their C-CDA files.

 

eCW Cloud Customers:

C-CDA Export for Single or Multiple Patients: This option enables customers to export patient C-CDA data through a self-service function in the eClinicalWorks application without any assistance from eCW. For more information about downloading C-CDA, refer to the C-CDA Data Portability users guide, which is available on the my.eclinicalworks.com Customer Portal: Modern View > Knowledgebase > Product Documentation > Documents > Search for "C-CDA". Customers can utilize this option at any time if they have access to the EHR software.


 

Jane App

Exporting Patient Demographics 

This is accessible by those with the Account Owner or a Full Access Staff Profile. The Patient List can be exported to excel from the Reports tab. The report can be filtered by a single practitioner to provide just clients seen by a certain practitioner.

Once filtered appropriately, use the Export button to create an excel file. Save this excel file for upload to the new Jane account (see below).

Note The excel file when exported contains more fields than is viewable in the preview mode. Jane will export every field from the patient profile and also includes a first and last visit field.

Exporting Appointments 

Appointments can be exported from this same Reports area. This can be filtered in the same way down to a single practitioner and a date range to include past and future appointments if appropriate.

Export to excel in the same way as with the patient profile. Save this file in excel for upload to the new Jane Account.

For Products and Insurance Policies

You can also run and export the Inventory and Insurance Policies reports for transfer. It’s important to note however that these two reports will contain clinic wide information and cannot be filtered by practitioners. You will have to manually remove any data you don’t want to be transferred from the exported reports.

Insurance Policies

To export the insurance policies, you will go to Reports > Insurance Policies > Export. As mentioned above, this will be every policy for every patient in the account and not practitioner specific.

You can either provide this to the practitioner and request that we filter it specifically to the patient list for only that practitioner, or schedule an import in your own account as the Source Account Owner and provide us that file directly there, and not having to provide the extra information to the practitioner leaving. We will then filter that report and upload only insurance policies pertaining to that practitioner.

Products

You can export this report by going to Reports > Inventory > Export, though you will need to remove the rows of products that you don’t wish to import into the new account before providing that file to us.

Bulk Export of Charts, Files, and Completed Forms

You will need to open a ticket with support@janeapp.com as outlined here: https://jane.app/guide/batch-chart-export-for-practitioners

 

 

MindBody (Booker)

To export a Client List:

  • Go to the Reports tab, and select Clients from the tabs on the left.
  • Select Mailing List in the filter on the top left.
  • Choose the group of clients you are interested in from the List Clients menu.
  • In the Client’s Opt-in Status menu, choose all clients.
  • Choose Clients Only, Prospects Only, or Clients and Prospects from the third row.
  • Click Export to Excel to save the list to your computer.


 

Appointments:

  • Go to the Reports tab, and select Schedule Report 
  • Select Schedule at a Glance. 


 

NextGen

NextGen has two self-export options and a paid option

  • Self-export Option 1 - C-CDA Export
  • The easiest, and free, option is to export ONC compliant C-CDA files. 
  • This can be done in bulk, for all patients, directly from the Admin section of the PM system. This will produce a Patient Health Record (PHR) XML format file formatting to C-CDA standards for ALL patients in the system. 
  • The C-CDA files meet ONC specifications in providing a portable format with clinical history (problems, allergies, medications, vitals, care plans, etc.) that can be viewed in an ONC compliant EMR system. 
  • However, it does NOT include encounter notes or any documents/attachments.
  • Self-export Option 2 - Print Chart Wizard
  • Free, but more labor intensive, is the "Print Chart" wizard. This is the 'export it yourself option'
  • This will produce a single PDF containing the entire contents of that patient's chart - not just the PHR but all encounter notes, documents/attachments etc. 
  • It essentially gives you everything that is associated with that patient chart, including copies of all attachments, PDF's, scanned images etc. and outputs it as a single comprehensive PDF file. 
  • This is a manual process that needs to be done one patient at a time.
  • Paid Option - For a fee, NextGen can provide the Download My Patient Records service, which produces a backup to a secure Amazon cloud service. 
  • The site will contain not only the PHR C-CDA file for each patient, but also read-only copies of all encounters, as well as all documents/attachments in their original format. 
  • Once the extraction has been completed you will promptly receive instructions and credentials to access the data. 
  • You must move your data from the temporary cloud site.


 

For more on NextGen exports, please reference their information sheet: https://www.nextgen.com/legal/2020/ngo-data-extraction-policy


 


 

Office Ally - Practice Mate

A. Exporting your patient demographics data


 

Go to Manage Patients > Reports > Patient List (CSV/Excel Export)


 

Use Short Record


 

And use the Last Name filter if the report is timing out to facilitate the extract


 

B. Exporting your future and past appointments


 

Two options:

1. Either use the Search By Name:


 

2. Or, the Monthly View Report:


 

C. Exporting your products

Go to Manage Office > Lists > Product Inventory


 


 

D. To export your Fee Schedules data

Please use the Superbill section > Preview and copy paste your output into Excel


 

E. To export a CCD archive of all patient records

Switch to the 'EHR 24/7' login > Document Center > Batches > Batch Export > Create New Batch (Document Type: CCD, Batch Type: On Demand) > choose a date range of several years, so everything is exported

 

The request will go into the 'Batches In Progress' tab, and according to Office Ally, 'Batches could take up to a day to process all the data'

 

Once it goes into 'Completed Batches', it's ready for download.

 

PatientNow

  • CSV Export: $2500, comes in .csv format and is a more organized format. Things such as Quotes/invoices/appointments/ e tc will all be presented in their own spreadsheet rather than in one entire database file. 
  • OptiMantra exports its data as CSV exports so your data will be converted to a more usable format for the future as well.

 

Practice Better

To export patient demographics data from Practice Better

 

  • You can also export your client contact information (first name, last name, email, etc) as a spreadsheet to keep for your records or to import into your campaign management tool.
  • Head over to My Clients, then click Export contacts from the Fast Action Button:
     

To export additional information, please contact their team for a bulk export (this article only covers how to export individual client records).


 

Practice Fusion

 

We are able to import the EHI export from Practice Fusion.  Here is the article how to export that: https://help.practicefusion.com/s/article/how-do-i-create-an-ehi-export

 

Power2Practice

Please submit a request with the P2P support team for a full export and share the archive file on a Ticket.

 

 

RXNT

To export patient demographics:

https://help.rxnt.com/hc/en-us/articles/1500003556281-EHR-Reports#h_01HEJZ9CC2K4WKSS9V6BG0AYXV

'Patient List Report' > 'Full patient list'

 

To export CCD files:

https://help.rxnt.com/hc/en-us/articles/11545575011991-Chart-Summary#download-ccd-0-5

'Download CCD'
 

SimplePractice

Exporting Patient 'Details' and 'Demographics'

https://support.simplepractice.com/hc/en-us/articles/13218379819661-Understanding-your-clients-and-appointments-reports
 

From the SimplePractice dashboard, navigate to Analytics > Reports
  • Scroll down to the Clients & Appointments section
  • Click on Client details
  • Click the Export button in the top-right corner
  • Select CSV or Excel from the dropdown (either is fine)
 
The steps to export the Client Demographics report are similar:
  • In Reports, scroll down to the Clients & Appointments section
  • Click on Client demographics
  • Click the Export button in the top-right corner
  • Select CSV or Excel from the dropdown (either is fine)

Exporting Charts
https://support.simplepractice.com/hc/en-us/articles/207625506-Data-export-Exporting-client-information#exportingg

  • Navigate to Settings > Data Export
  • Click Export client data
  • Select all clients for one clinician
  • Click Export
     

SmartND

To export a Patient List: https://guide.outsmartemr.com/export-data/

For chart notes and appointments, please submit a request with the Outsmart support team.


 

Tebra (formerly Kareo)

Exporting Patient Demographics
Plus + sign on top left > Clinical Reports > 'Patient List' from drop-down > 'Date Range' from when you started Kareo until today > 'All Providers' from drop-down (or a single provider's patients) > 'Display Results' check all > Run Report > Print Report > Save the PDF
 

Exporting Appointments
> Reports > Appointments report and export to Excel
 

Exporting Charts

Practitioner icon on upper right > Practice Settings > Data Management > Export Patient Data > Run Export

 

Exporting Documents

Please ask the Kareo support team to export your patient documents in batch. They can only be exported individually within Kareo.

Four squares on top left > Documents
 

Here is a helpful page -

https://helpme.kareo.com/Data_Services/Data_Services%3A_Export

 

Unified Practice

To export a Patient List: 

  • Go to Reports > Patient Summary.

For chart notes and appointments, please submit a request with the UP support team.

 

Vagaro

Exporting patients:

https://support.vagaro.com/hc/en-us/articles/360006371094-Export-Your-Customer-List

 

Exporting appointments:

https://support.vagaro.com/hc/en-us/articles/360000550993-Appointments-Summary-Report

 

Exporting SOAP notes:

Vagaro does not have a bulk export for notes/charts.  If you export these individually, please be sure to name the file in a way that we can accurately identify the patient record to attach it to.  Ideally, if you could include the name, DOB, date of the visit and type, that also helps (e.g. John_Doe_DOB-19990101_IVTherapy-20250101.pdf.)

 

WebPT

You can export patients and appointments from the reporting section.

For charts, documents, please request an archive of your data from the WPT support team.

 

Online Scheduling Programs (Acuity, FullSlate, Genbook and others)

Client List and Appointments - you can pull a CSV or Excel report from the report section.


 

Coming From Paper?

If you're coming from paper, ask your patients to update their demographics, re-sign their consents, add medication summaries, and clinical profiles in OptiMantra so you have them in a digital format - this is a quick process and will save you a work

 

For digitizing old files, scan them directly into the patient chart under the patient's Documents. 

You can also fax them to your integrated OM fax number and then drop them into the patient record, but note that fax pages above your contracted amount will be billed at 8 cents per page.

Document Retention Notice

Due to technical limitations, file size restrictions, unsupported formats, or platform constraints, we may not be able to upload or migrate every document, file, or record associated with your account. While we make reasonable efforts to transfer all available files, completeness of the upload is not guaranteed.

It remains the practice's sole responsibility to maintain its own copies of all patient records, clinical documentation, and related files in accordance with applicable federal and state data retention laws (including but not limited to HIPAA and any state-specific medical record retention requirements). Practices should verify that all critical documents have been successfully uploaded and retain independent backups before relying on this platform as a system of record.

If you notice any missing or incomplete files, please contact us so we can attempt to resolve the issue; however, the practice remains responsible for ensuring compliance with all recordkeeping obligations.

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