Importing from WebPT

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What can you expect?

We’ve seen clinics export their Patients, Appointments & Charting from WebPT. Below you’ll find step-by-step instructions on how to 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 Data: What to Know

For data provided to Jane for import, you’ll need to provide most of it in either Excel or CSV. You can provide charts in this format as well, but we’ve seen charts exported in PDF format, with each patient’s chart history separated into an individual PDF.

Exporting your Patient List from WebPT

We’ll need you to upload your Patient List export with as much detail as possible. We see most clinics upload this document to Jane in Excel file format though we occasionally see clinics upload a CSV file of their data.

In WebPT, head to the Advanced Client Search section (to the right above the search bar)
Click the Search All option 🔎
Filter by Patient Status (Active, Inactive, Discharged, Pending) - You will need to export a report for each status as this helps us build out the most accurate patient list for you ⚡️
Once the full list of patients appears, hit the Export button (Rinse & Repeat for each status 🪥)

💡 Helpful hint: Export in Excel or CSV Format.

Exporting your Appointments from WebPT

To export your past & upcoming appointments from WebPT, you can follow these steps:

Click into the Analytics tab/icon
On the next screen, click on the Reports dropdown
From here, select the Scheduled Visits Report
In the View Clinics by dropdown up at the top, select which clinics appear in the report
Filter the report by Date Range (don’t forget to filter into the future to capture upcoming appointments‼️)
Click the Options button
Toggle ON to include the Patient ID column
Once the report is ready, hit the Export button
Save the file to Excel or CSV

⚠️ When exporting the Scheduled Visits report, remember to include the Patient ID column as this is key for our team to be able to accurately match the appointments to the correct patient.

WebPT has a guide to help walk you through the Scheduled Visits Report.

Exporting your Charts from WebPT

We have had many clinics successfully export their chart notes from WebPT. There are two compatible formats for importing chart notes to Jane:

Charts in PDF format that are separated by one patient per PDF file.
Charts in Excel or CSV format organized by one patient per row, with the notes, author name, etc. in separate columns.

There isn’t a support document on their website that goes through the step-by-step process on exporting your patients’ charts, so we advise reaching out to WebPT directly for assistance.

⚠️ Currently, we have not yet seen a bulk chart export from WebPT. We recommend reaching out directly to their support team to inquire about how to export your charting in bulk. Let us know! 💙

Uploading Your Data into Jane

You can upload the Excel files (and the charting zip file if needed) directly into the import in your Jane account. You can navigate to the Schedule an Import page to securely upload your data.

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

WebPT Billing Data

We don’t import billing information such as Accounts Receivable or Credits as there are formatting issues between the two systems, but our understanding is that WebPT allows for the export of your billing data to back up files prior to your license expiring, so you can retain access to this information after your WebPT access has ended.

We also have a great guide on Transitioning Your Clients Credits/Receivables to Jane that you can follow along with to ensure that’s entered into Jane for you should you need to carry these over.

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 WebPT 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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