When you move your practice to Upheal, there are two things to bring across from TherapyNotes: your client list, which comes out as one spreadsheet, and your client charts, which come out as PDFs. This article covers both, plus a few extra reports you may want to keep for your own records.
TherapyNotes has no single button that exports everything. Your client list comes out in one file, but clinical documents have to be downloaded one client at a time. Set aside a little time if you have a large caseload.
Before you export
A few minutes of tidying up now saves you from a second round of exports later.
Sign anything outstanding. Unsigned or incomplete notes may not be included in an export, so go through your notes and sign any that are still open.
Decide which clients you want to bring over. You can export everyone, or only the clients you are still seeing.
Create a folder on your computer for the exports. You will end up with one spreadsheet for your client list, as well as one PDF per client, so it helps to keep them in one place.
Exporting your client list
Your client list is a single spreadsheet with your clients’ names, emails, phone numbers, and dates of birth. This is the file Upheal asks for when you start an import, so it is the quickest way to get all of your client profiles created at once.
In TherapyNotes, go to Patients in the left menu.
At the top of the list, set the Assigned to and Filter dropdown menus to include the clients you want to export.
If you want to include everyone, choose Any Clinician or Payer and Any.If you changed either dropdown, click Search to update the list.
Above the blue toolbar, click Export Spreadsheet. Your export starts, and you can follow its progress in the blue status bar at the bottom of the screen.
When the export is ready, you’ll see it at the bottom of the screen. Click on it to download. It saves to your computer, usually in your Downloads folder, as an .xlsx file named something like TN_Patient-List_created-4-23-2026_67664823.xlsx.
You now have a spreadsheet of your full client list.
If your TherapyNotes account is in storage mode, every client shows as inactive. That is expected, and the export still works as normal.
Exporting your client charts
Your clinical documents, including progress notes, treatment plans, intakes, consents, and releases of information, come out chart by chart. TherapyNotes doesn’t offer a bulk export for clinical data, so you’ll repeat these steps for each client you want to bring over. The upside is that TherapyNotes merges each client’s documents into one combined PDF, so you get a single file per client rather than dozens.
To export a client’s data:
Open the client’s chart.
Go to the Documents tab.
At the bottom left of the document list, click Download Multiple.
Click Select All, then Download Selected Documents. Your export starts, and you can follow its progress in the blue status bar at the bottom of the screen.
When the export is ready, it appears at the bottom of the screen as Batch of Documents. Click on it to download. It saves to your computer, usually in your Downloads folder, as a single PDF named something like TN_Batch-of-Documents_created-4-23-2026_67664823.pdf.
Repeat for every client whose chart you want to bring over.
You’ll end up with one combined PDF per client, each with the client’s name printed at the top of every page. We recommend that you keep them all in the same folder so they’re easy to find when you’re ready to upload them.
Click Download Multiple only once per client. Running the export twice gives you two identical PDFs for the same client, which is easy to lose track of. If it happens, delete the extra copy before you go any further.
Files you uploaded to TherapyNotes yourself
TherapyNotes only exports documents that were created inside TherapyNotes. Anything you uploaded from somewhere else, such as a Word document you dropped into a chart, won’t be part of the combined PDF.
To download those files as well:
Open the client’s chart and go to the Documents section.
Click the download button at the end of the row for each file you want.
We recommend renaming each file so it’s clear which client it belongs to, then saving it in the same folder as that client’s combined PDF.
Those files are now saved alongside the rest of that client’s records.
Other reports you may want to keep
These reports don’t go into Upheal, but they’re worth downloading for your own records while you still have access to your TherapyNotes account.
Billing transactions: go to the Billing tab, click Search Billing Transactions, set the date range to cover your full history, then click Export Spreadsheet.
Revenue Report, Write-Off Report, and Patient Aging: each of these is a separate export under the Billing tab.
Payer list, staff list, and appointment history.
What to do next
Once your client list spreadsheet and your files are downloaded, what happens next depends on whether you’re moving your data yourself or with help from us.
If you’re doing it yourself, follow Importing multiple clients at once from other EHRs. It covers uploading both your clients and your files.
If you’re doing an assisted migration with us, there’s nothing else you need to do right now. Come to the call you booked and our migration specialist will help you move your data into Upheal.
If your system isn’t TherapyNotes, or an export doesn’t look the way you expected, reach out to us and we’ll take a look with you.