Data Import

Chiropractic EHR data migration is the part of switching that worries people most. The PatientCopilot EHR import tool brings in patients, insurance policies and opening balances from an export file, with a dry run and row-by-row review before anything is saved. It is part of the Autopilot plan.

What can be imported

The import is built around the records you need to start working.

• Patients
• Insurance policies
• Opening balances

Presets exist for Jane, DrChrono and ChiroTouch export files, so you do not start from a blank mapping. If you use a different system, ask us whether your export can be handled.

Import steps

Export from your current system, load the file and map any columns that do not match. Then run the import as a dry run, which shows what would happen without saving anything.

Verification

Review is built in. After the dry run, you step through the rows to check names, coverage and balances. Fix problems in the file or the mapping and run it again. Only when the results look right do you save. If you change your mind, the import can be reversed.

Cutover plan

A clean switch is mostly planning.

• Pick a start date, often the beginning of a week or month
• Finish and bill anything open in the old system
• Import, verify and spot-check a sample of charts and balances
• Keep read access to the old system until you are confident
• Tell your team which system is the source of truth from the start date

How it works

1. Export patients, insurance and balances from your current system.
2. Choose the matching preset, or map the columns.
3. Run the dry run.
4. Review the results row by row and correct issues.
5. Save the import.
6. Spot-check charts and balances against the old system.

Keep it safe

Patient files are sensitive. Handle export files carefully, keep them off shared drives and delete working copies when you are done. Limit who can run an import to staff who need to.

Imported opening balances give you a starting point, but historical notes and documents may need a separate plan. Ask us what applies to your system.

The PatientCopilot EHR is under development. This page describes what it is designed to do, and it is not ONC certified.

A smooth migration depends on preparation. Clean your source data first: merge duplicate patients, fix obviously wrong dates and close out old balances you do not plan to collect. Test the export from your current system early, since some systems limit what you can download. Run the dry run with a small file before you run the full set, so you learn how the mapping behaves. Keep a written checklist of what you verified, such as patient counts, a sample of coverage records and total opening balances. Plan to run both systems side by side for a short time if you can. If something looks off, stop and ask us before you save.