Leaving TherapyNotes: export first, then move the billing

What TherapyNotes says happens to your data

TherapyNotes publishes a short FAQ on account termination, and it is the place to start because it is blunt. Before leaving, it “strongly” recommends initiating a data export. After the termination date it keeps your data for a retention period consistent with applicable law, and then deletes it; once deleted, it cannot be recovered, and meeting your own record-retention obligations is your responsibility.

Two details matter for planning:

• Questions during the retention period go to TherapyNotes support. If you discover after leaving that something is missing, that is the route, and it is a slower one than having taken the export while the account was live.
• Letting the account lapse is not a way to cancel. An account unpaid for 60 days is treated as abandoned on day 61 and terminated, and its data is then disposed of under the same rules.

TherapyNotes does not publish what its export contains, and SimplePractice’s switching guide, for one, simply tells practices to contact TherapyNotes to request one. Ask for it early, ask what it includes, and check the files before you give notice.

Billing is the second migration

Leaving TherapyNotes usually means two changes at once: new practice software, and billing moving from the in-app pipeline to your own biller. Plan them as separate workstreams sharing one cutover date.

The biller needs payer lists, fee schedules and enrollment status well before the Monday you switch, and that half of the move takes longer than the software. Claims submitted through TherapyNotes, and their remittance history, finish there: post the last remittances before the account closes, and keep financial reports as files for your records.

Active treatment plans need re-entering

Documentation is what a practice has most of and is most nervous about losing. Historical notes only need to be readable, and they travel as documents on each client’s chart (how that works on this side is described once in how the import centre works).

Treatment plans are the sharper case. A plan is a live clinical document with goals being worked toward right now, so it needs to be actionable, not just readable. For active clients, someone re-enters the current plan as structured goals on the other side.

That is manageable because it applies to active clients rather than your whole history. Count them before you plan: practices consistently overestimate the number and then discover the job was two days rather than two weeks.

On cutover: reconcile client balances from your final TherapyNotes statement run, then import. From the agreed Monday, sessions document here and charges export to your biller from here, while TherapyNotes stays live until its last claim adjudicates.

The TherapyNotes comparison covers the group-size pricing question that usually prompts this. On the documentation side, note templates show the structure a progress note needs whichever system holds it.