Transfer from another system

Moving to a new system should not mean retyping a thousand client records by hand.

What can be transferred

• clients — name, contact, personal ID number, date of birth, address, note
• appointments — date, time, therapist, client

We do not import medical records from another system — the formats do not transfer and a wrongly attached note is worse than none.

How to do it

Settings → Data transfer.

1. Export your clients from the previous system to CSV. Fyzion, FyzioData and Excel can all do it.
2. Upload the file. The system detects the separator and the encoding itself.
3. Check the column mapping. It guesses most of them — "Surname", "Phone", "E-mail" — but do look. Diacritics in the header do not matter.
4. Look at the preview of the first rows. This is the last moment you can turn back.
5. Run the import.

What to watch out for

Personal ID number. If you have it, the date of birth is filled in from it automatically and you do not need it separately in the export.

Duplicates. Importing twice creates duplicate records. It is not a disaster — they can be merged without losing documentation — but it is easier to avoid.

Appointments after clients. Appointments are matched to clients by name, so the client records have to be in place first.

Large files. The import runs in batches, so even a file with several thousand rows will go through. Leave the window open until it finishes.

If you cannot get an export

If your previous supplier will not release the data, you are entitled to it — it is your clients' and your practice's data. Get in touch, we can help with the format.