TherapyAppointment has a self-service export built in, split into eight separate downloads: one each for your clients, chart notes, files, contacts, appointments, treatment plans, and two for insurance. Nearly everything comes out as a CSV.
Export is switched off by default and has to be turned on first.
Only the Account Owner can turn on data export. Managers can’t. If you’re not the owner of your TherapyAppointment account, ask them to enable it for you before you start. Once it’s on, you run the exports yourself from your own profile.
Before you export
If there’s more than one therapist in your practice, exports run per therapist. Chart notes, treatment plans, and clinical files only come through when you export from that therapist’s own profile, or when you hold the Records Custodian role for their clients. Plan to repeat the steps below for each therapist, or have the owner assign Records Custodian first.
Create a folder on your computer for the exports. You’ll end up with seven or eight files, and they’re easiest to work with in one place.
Decide which clients you want to bring over. The client list export includes everyone, so if you only want your current caseload in Upheal, you’ll filter the file down before you upload it.
Turning on data export
The Account Owner does this once for each therapist who needs to export. See also TherapyAppointment's guide.
Go to Settings, then open the Staff tab.
Click the therapist’s name.
On the Profile tab, scroll down to Data Export.
Click Allow Export.
The Data Export section now shows eight cards, each with a Start button. To switch export off again later, come back here and click Disable Export.
Running your exports
Each export runs separately. Start with Clients, which is your client list and the file Upheal asks for first, then Client Charts, Client Files, Client Contacts, and Treatment Plans.
Add the others if you want them.
In the Data Export section, click Start on each export you want. You can start several at once.
Give it a minute or two, then refresh the page. Each card you started now shows Download, Re-Export, and a Last exported time.
Click Download on each card.
Files save to your computer, usually in your Downloads folder, with names such as dataExport-demographics-XXXX.csv.
Client Files and Treatment Plans arrive as zip files.Move all of the files into the folder you created.
You now have your client list and records saved locally.
Each export is a snapshot from the moment you clicked Start. If you keep working in TherapyAppointment afterwards, click Re-Export on the affected cards and download again before you move to Upheal, so nothing written in between is left behind.
What each export contains
The ones you need for Upheal:
Clients. Your client list with basic demographics. This is the file for the Upheal import.
Client Charts. Every appointment with its chart note, in date order, grouped by client. One CSV for all clients.
Client Files. Files you uploaded to charts, in their original format, plus completed online forms. Arrives as a zip.
Treatment Plans. Your clients’ treatment plans. Arrives as a zip.
Client Contacts. Emergency, family, and responsible-party contacts.
Useful for your own records, not needed for Upheal:
Client Appointments. Past and future appointments, handy if you want to rebuild your calendar exactly.
Insurance, and Insurance Policies and Benefits. The insurers you accept, and your clients’ policies, benefit confirmations, and preauthorizations.
Other things you may want to keep
Your financial records. These aren’t part of the Data Export section. Open the Income Journal report, set the date range to cover your full history, and use the download button to save it as a CSV.
Older records from the previous version of TherapyAppointment. If your practice moved to the current version at some point, your earlier records are exported separately from the Legacy Data section of your profile. It appears once export is enabled.
Note: Once these files are on your computer, keeping them secure is your responsibility. Store the folder somewhere protected, don’t email it, and delete it once your data is safely in Upheal.
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 Import clients and client files to Upheal. 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 the Data Export section isn’t showing for you, or an export doesn’t look the way you expected, reach out to us and we’ll take a look with you.