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Importing from Practice Perfect

  1. Importing from Other Software
  2. Importing from Practice Perfect

    3. 11 min read
    Balance Plan Practice Plan Thrive Plan

Jane is here to make your switch a stress-free one 💙

Let Jane be your helping hand while you’re transitioning your busy practice. We have dedicated staff who can answer any questions that may come up along the way to ensure switching over is easy. We’ll work with you to help set up your account and guide you through importing your data, so you can hit the ground running. 🏃‍♀️

It doesn’t stop there! After you’re settled in, you’ll always have free and continued ongoing support from the Jane team whenever you need it.

📹 Join us each month for our webinar “Everything You Need to Know About Switching to Jane”. We’ll walk you through the process of moving to Jane and share our top tips so that your import, setup, and onboarding run smoothly. Sign up or learn more.

Moving from Practice Perfect to Jane

While moving your practice to Jane, we’ve got your back every step of the way. Whether you’re thinking about making the move, or have already signed up for your new Jane account, our dedicated support teams are available to ensure your success in getting started with us.

The best part? That’s all free with Jane. Even if you’re not practicing with Jane yet, feel free to reach out to us with any burning questions you have!

What can you expect?

Coming from Practice Perfect, we’ve successfully brought over patients, past & future appointments, insurance policies and SOAP Chart Notes. Below you’ll find step-by-step instructions for how you can export your data when you’re feeling ready to make the switch to charting, billing and booking in Jane 💙

What can we import?

Exporting your Patients from Practice Perfect

Practice Perfect allows you to export your list of Active clients. To export this list, please follow these steps:

  1. Click Reports in the top menu
  2. Navigate to Marketing > Client Listing Report
  3. Select Active Clients from the dropdown field at the top
  4. In the Details section below that, toggle on ALL checkboxes EXCEPT:
    • Only show clients without a Managing Provider
    • Show postal code analysis
  5. If you have more than one location, select All Locations from the Location dropdown. If you only have one location, you can leave the Location field as-is.
  6. Click the Export button in the bottom left
  7. Title the file Active Clients and save as type: Export File (*.CSV)

If you would like to bring over your inactive clients as well, you can export your list of discharged clients by following these steps:

  1. Click Reports > Marketing > Client Listing Report
  2. Select Clients discharged from in the dropdown field at the top
  3. In the Date range fields to the right, select the full date range to capture the complete list of discharged clients. In the first field, you’ll want to go all the way back to before you started using Practice Perfect.
  4. In the Details section below that, toggle on ALL checkboxes EXCEPT:
    • Only show clients without a Managing Provider
    • Show postal code analysis
  5. If you have more than one location, select All Locations from the Location dropdown. If you only have one location, you can leave the Location field as-is.
  6. Click the Export button in the bottom left
  7. Title the file Discharged Clients and save as type: Export File (*.CSV)

The Active and Inactive Client Lists will constitute your full list of clients in Practice Perfect. Exporting these two reports (as opposed to exporting just the ‘All Clients’ option) allows us to import your clients with the correct status. If you’re only looking to bring over your active clients, feel free to only export the Active Clients file.

Practice Perfect also has a YouTube video on how to Export your Client List.

Exporting your Appointments from Practice Perfect

To export your past & upcoming appointments from Practice Perfect, please follow these steps:

  1. From the Schedule, click the Find Appointments icon 🗓️
  2. Select a location from the Location dropdown field. If you only have one location, you can leave this field as-is.
  3. For the Appointment Status field, select Any Status
  4. For the Starting on field, select a date from before you started using Practice Perfect
  5. For the Ending on field, go all the way into the future to capture upcoming appointments
  6. Click the Search button down at the bottom to generate the report
  7. Click Print
  8. In the ‘Appointment Search Results Options’ pop-up, toggle ON Show duration (important step!)
  9. Check the Do you want to export? option in the bottom left
  10. Click the Export button
  11. Save the CSV file to your device

💡 Helpful Hint #1: If you have multiple locations, you will need to export a file for EACH location and title the files accordingly.

💡 Helpful Hint #2: If you are having difficulty exporting the full range of past & upcoming appointments, we recommend filtering year-by-year instead and titling each file (2025 Appointments, 2024 Appointments, etc.).

⚠️ Please note: We use the Incident column in the appointment file for the Treatment/Service Name for the appointments. As Incident info is entered manually in Practice Perfect, this can potentially result in hundreds of treatments being created in Jane. Please let us know if you would prefer to use Provider Name + Duration as the treatment name instead.

Practice Perfect has another helpful YouTube video for How to Export Data from their platform. The section that goes over exporting Appointments begins at 2:38.

Exporting your Insurance Policies from Practice Perfect

Good news! Insurance policy information (Primary, Secondary) is included in the Patient List files! 🎉 Just make sure to toggle on the Include payor info checkbox when exporting the files.

To bring over your list of insurers/payors, you’ll want to also export the Payor Listing file. Here are the steps:

  1. In the main dashboard, click on Payors in the Operations menu in the top left
  2. Click the Print icon 🖨️
  3. Check the Do you want to export? option in the bottom left of the panel
  4. Click the Export button
  5. Save the PayorListing CSV file to your device

The above steps are outlined in Practice Perfect’s How to Export Data video starting at 1:15.

Exporting your SOAP Chart Notes from Practice Perfect

To export your SOAP chart notes to PDF, please follow these steps:

  1. Click Reports in the top menu
  2. Navigate to Tasks & Clinical
  3. Select the Progress Notes report
  4. In the Report Date Range at the top, select a date range in the past up to today’s date
  5. In the Details section, toggle on ALL checkboxes EXCEPT:
    • Remove extra line spaces and formatting
    • Exclude previously met goals
    • Do not include incident info
  6. In the Include Services dropdown, select Include all services
  7. Leave all other fields as-is
  8. Click the Preview button
  9. Once the file loads, click the Save icon
  10. Save the file to PDF

💡 Helpful Hint: If you are having difficulty exporting the full date range of SOAP notes, we recommend breaking it down by either a smaller date range such as year-by-year or every 6 months, or by Provider, and titling each file accordingly (e.g. 2025 SOAP Notes, 2024 SOAP Notes, etc.).

Uploading into Jane

Thanks for following all those steps to export your data - you’re amazing 🤩

The final step will be to upload your data in the import in Jane. You can navigate to Settings > Schedule an Import > View Details to securely upload the Patient List, Appointments, and Payor Listing files, and PDF SOAP Notes file(s).

For a walkthrough of the import process from start to finish, please review our guide on Scheduling Your Import

You did it! Once the files have been uploaded and you’ve clicked the Done button in the import, we’ll get started on bringing in your data as soon as we can and reach out if we have any questions. We look forward to having you join the Jane community 💙

Exporting Uploaded Documents & Image Files from Practice Perfect

As far as we know, Practice Perfect does not allow for a batch export of uploaded documents and image files.

If you require this information in Jane, we recommend first reaching out to Practice Perfect to inquire about how you’ll be able to export those files.

Practice Perfect may have a read-only version of their software that allows you continued access to your account upon cancellation. If continued access is available, you can download a client’s documents and images as necessary and upload them into Jane as clients come in for treatment.

Practice Perfect Billing Data

When moving from another software to Jane, we are not able to import billing information as this type of data is quite complex and cannot be easily replicated in a different system due to formatting issues.

We recommend keeping any financial or transaction records stored securely outside the platform and beginning fresh with billing in Jane. We can help guide you through how to manually transition your patient credits and receivables to make sure those are recreated.

Practice Perfect outlines the steps for exporting your Revenue file here in their video and may also provide a read-only version of their software to allow you to continue referencing your clinic’s financial data down the line.

We’ve leveraged our experience with various software imports, along with official guides from other software providers, to create this comprehensive resource for transitioning to Jane. For questions about downloading your data, we recommend first reaching out to Practice Perfect directly as they’re the experts on their system. If you have any further questions or need additional support, please don’t hesitate to contact us – we’re here to help!
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