Pilot Onboarding and Migration Support

How PracticeRunner can help pilot practices move from another EHR, organize existing records, or start using an EHR for the first time.

Pilot onboarding and migration support

During the PracticeRunner pilot, onboarding support is available for clinicians and practices that want help getting started. This can include moving from another EHR, organizing records from a mix of tools, or setting up practice management software for the first time.

The goal is practical: help you get enough of your real workflow into PracticeRunner that you can evaluate it with actual clients, appointments, forms, billing, and follow-up work.

Who this is for

Pilot onboarding support may be a good fit if you are:

moving from another EHR or practice management system
tracking clients in spreadsheets, calendars, folders, or email
starting a private practice and choosing your first EHR
unsure how to structure clients, couples, families, services, fees, and billing
interested in the pilot but concerned about the setup work

You do not need to have everything cleaned up before starting. Part of the onboarding process is deciding what should come over, what can stay archived, and what is better entered fresh.

What we can help with

Depending on your practice and current records, support may include:

reviewing your current setup and deciding what belongs in PracticeRunner
importing client records from supported exports
organizing active clients, archived clients, contacts, couples, and families
setting up services, fees, locations, availability, and scheduling links
configuring intake, client portal access, secure messages, billing, invoices, and payment settings
helping you review imported records before using them day to day
identifying gaps that should be handled manually rather than imported

For SimplePractice exports, PracticeRunner includes a structured import flow. See Importing Data from SimplePractice for the current import process.

If you are moving from another EHR

Start by gathering the export options your current EHR provides. Most systems offer some combination of client lists, appointment history, billing reports, uploaded files, and clinical documents. The exact shape of the export determines what can be imported directly.

Good first materials to collect are:

client demographic export
appointment or calendar export
billing export, if you want historical invoices or payment records reviewed
document export, including notes, forms, or uploaded files
a short list of active clients you plan to use during the pilot

Support can help review those materials and recommend a migration path. Some data may be imported directly. Some may be better kept as archived documents. Some cleanup may be easier to do inside PracticeRunner after the first import.

If this is your first EHR

If you are starting from paper, spreadsheets, calendar entries, or separate tools, onboarding can focus on setting up a clean working structure instead of importing a large history.

A practical starting setup usually includes:

active clients and basic contact details
services and fees
practice locations and video links
availability blocks for scheduling
intake documents and forms
billing preferences and payment options
a simple plan for how old records will be stored or referenced

You can start with a small caseload during the pilot. The Starter pilot plan is meant to support real use with a limited active caseload, not just a sample demo account.

What to expect

Onboarding support is collaborative. You should expect to make decisions about your own records and workflow, especially where clinical or billing judgment is involved.

Typical steps are:

Share what system or tools you are coming from.
Identify the clients and workflows you want to test during the pilot.
Review what data is available to import or enter manually.
Set up the core practice settings.
Review a sample of records before using the account with clients.
Adjust the workflow after you have used it for real scheduling, intake, billing, or messages.

The first pass does not need to be perfect. It should be good enough to let you see how PracticeRunner fits the work around the work.

What may still need manual review

Some records should be reviewed carefully before relying on them:

clinical notes and uploaded documents
diagnosis history
client relationships, guardians, billing contacts, and representatives
couples and family cases
outstanding balances
payment methods and billing authorization
custom forms or policy documents

PracticeRunner can reduce the setup burden, but you remain responsible for confirming that your clinical, billing, and client records are accurate before using them in practice.

How to ask for help

When you contact support about pilot onboarding, include:

your current EHR or record system
whether you are moving an existing practice or starting fresh
approximate number of active clients
whether you need scheduling, billing, intake, secure messaging, or all of them
whether you already have an export file

If you are not sure whether PracticeRunner is worth committing setup time to, say that directly. Pilot onboarding support is intended to help you make that decision with enough structure to evaluate the product in a real practice context.