Self-Migration Guide (Setting Up Your Account)

Self-Migration Guide (Setting Up Your Account)

To begin your self-migration, please use the following guide. 

Step 1: Enter a payment method for your subscription. 

**Your card will not be charged until your 14-day free trial period has ended. 

Step 2: Export all of your data from your previous EHR and upload it to your Import Center.

  1. EHR-specific export instructions can be found here: Migrating from a Different EHR
Once you have uploaded your data into the import center, our team will begin the client import process. Please note, this process can take up to 2 business days. 

IMPORTANT NOTE REGARDING DATA IMPORT:

Due to how different EHRs provide their data exports, MBP is only able to import the information as it is given to us. 
  1. Simple Practice Constraints
    1. CLIENT UPLOAD -- SP provides all contact information (whether clients or contacts) as the same file type (.vcf) with no indication whether it's an active or inactive client/contact. 
      1. Because there is no differentiation between clients and associated contacts or between active vs. inactive clients, ALL contacts will be imported into MBP as clients. 
        1. When adding your data to the Import Center, please specify whether you'd like the clients to be uploaded as active or inactive. We recommend making this decision based on whether the majority are inactive or active. 
      2. Once they've been uploaded to your account, you can easily convert a client into a contact to have that information nested underneath the appropriate client. For more information, please see this guide: Bulk-Editing Client List
    2.  DIAGNOSES -- SP's diagnoses are listed within a PDF document called Diagnosis and Treatment Plan. 
      1. We cannot export the diagnoses from these individual PDFs. 
      2. However, you can use our "Missing Dx Code(s)" feature within the To-Do List to quickly go through your list of clients and add the appropriate diagnosis codes. 
    3. SESSION NOTES & OTHER CLINICAL DOCUMENTS -- SP provides all documentation in PDF format. 
      1. The documents for each client will be filed within their individual Document Center. 
      2. In order to view historic notes and/or medical records, you'll need to download the PDFs from the Document Center
    4. BACK-DATE APPOINTMENTS -- When requested,, we can add previous appointments to your MBP calendar for you in bulk.
      1. These back-dated appointments will not have billing information pulled through, as we assume the payments due for these appointments have been accounted for and all billing documents created prior to switching to MBP.
      2. There will also be no session note data tied to these appointments. To view previous session notes, you will need to access them from the clients' Document Centers. 

Step 3: Submit application for e-payments. 

  1. If you plan on utilizing MBP for credit card payments, you will need to submit your application with PaySimple as soon as possible. 
  2. Here's a quick how-to guide explaining how to start your application: Submitting Application for E-Payments

Step 4: Configure your practice settings, invoice settings, and staff/user settings. 

  1. Practice Settings
  2. Invoice Settings
  3. Staff/User Settings

Step 5: Review the default facilities & rooms and make any desired changes. 

  1. How-To -- Creating Facilities & Rooms

Step 6: Review the default CPT codes and make any necessary adjustments or additions. 

  1. How-To -- Adding/Editing CPT Codes

Step 7: Create your intake packets and set up your intake cohorts. 

  1. How-To -- Creating Intake Packets
The next set of steps can be started once MBP has completed the import of your client data. 

Step 8: Clean up your client list.

  1. Simple Practice provides an export of ALL contact data with no delineation between the following types:
    1. ACTIVE vs. INACTIVE clients
    2. CLIENTS vs. CONTACTS (e.g., parents/guardians, emergency contacts, etc.)
  2. MBP will import all of the contacts into your account as INACTIVE clients. However, we've made the clean up process quick and easy. 
    1. How-To: Bulk-Editing Client List

Step 9: Re-create your scheduled appointments within MBP.

  1. How-To: Adding Appointments to the Calendar

Step 10 (OPTIONAL): Initiate Google Calendar sync. 

  1. How-To: Syncing to Google Calendar

Step 11: Bulk-invite your clients to the client portal. 

  1. Prior to inviting your clients to their new MBP client portal, we suggest notifying them that you are switching EHRs. 
    1. You can use our email template or use whatever language you're most comfortable with. 
      1. New Client Portal - Email Template
  2. Once you've given your clients a heads up that they will be receiving an invitation to join your new client portal, you can utilize our Bulk Invite feature. 
    1. Step 1: Navigate back to the Import Center within your Account Settings. 
    2. Step 2: Click on invite all clients to the portal

  1. Step 3: The system will pull a list of all active clients with an email address entered in their contact info tab. 
  2. Step 4: By default, all clients will be checked off to receive the client portal invitation. However, you can uncheck any clients who should not receive a portal invite at this time. 
    1. At this time, you can also select whether the client should be added to a cohort to receive whatever packet has been assigned to that cohort (e.g., intake packets). 

  1. Step 5: Review the list and press   Send # of # Invitation(s)  
    1. Your client will now receive an invitation to access their client portal. 

NEED SUPPORT?

You can utilize the support center directly from within anywhere in MBP to quickly search our knowledge-base, submit support tickets, or view our step-by-step guides as you navigate within your account. 

To open the support center from anywhere, simply click on the blue question mark located in the bottom right-hand corner of your screen. 

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