How to switch from TherapyNotes — exports, mapping, cutover

Why leaving TherapyNotes is two migrations

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 migration.

Notes and treatment plans are the ones to check first

A TherapyNotes migration turns on documentation, because documentation is what the practice has most of and what it is most nervous about losing.

Treatment plans are the sharper half of that. A plan is a live clinical document with goals that are being worked toward right now, which makes it different from a historical note in one important way: a note only needs to be readable, and a plan needs to be actionable. Plans arriving as attached documents means someone re-enters the active ones as structured goals on the other side.

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

The mechanics of the import itself — the record types, the dry run, what arrives as documents — are the same for every source system and are covered in migrating practice management software.

What maps, and what does not

Maps as structured data: client demographics, guarantor and payer details, and appointment history with recurring patterns.

Arrives as documents: progress notes, treatment plans, intake documents and uploads, attached per client. The clinical record is preserved as documents rather than converted into structured fields.

Stays behind: claims submitted through TherapyNotes and their remittance history, payer enrollments tied to their pipeline, and portal message threads. Post the last remittances before the account closes, and export financial reports as files for your records.

Cutover order

Reconcile client balances from your final TherapyNotes statement run, then import. From the agreed Monday: sessions document here, charges export to your biller from here, and the TherapyNotes account stays alive read-only until its last claim adjudicates. One date, no split weeks.

The TherapyNotes comparison covers the group-size pricing question that usually prompts this. On the documentation side, note templates show what arrives structured and what does not, which is the part of a migration people underestimate.