đĽď¸ For practice admins using Practice HQ on the web. Migrations are planned with your Oasys customer success contact. The Practice HQ client and invite steps here need the Caseload permission, and changing billing types under Billing needs the Billing permission.
This article explains how your records move to Oasys from another EHR: how a migration works, what comes over, what you'll see afterwards, how migrated sessions and clients are billed, and how to invite migrated clients to the client portal.
In this article
1. How a migration works
Migrations are run by the Oasys team, not by you. There's no import button in Oasys.
Talk to your Oasys customer success contact to plan your move.
Export what your contact asks for from your old system. What we need depends on the system you're coming from.
Tell us if you've already added some clients by hand. The import can match existing clients by email address so they aren't duplicated, but the team needs to know to switch that on.
Oasys loads your records for you.
â Good to know: Nothing is sent to your clients during the import. No invites and no emails go out until you choose to send them.
2. What we can bring over
The Oasys migration tool can import the following. We've migrated from systems including SimplePractice.
Clients, including archived clients, who stay archived.
Insurance and billing details: the client's insurance information.
Your relationship with each client, so they appear in your client list.
Couples and families.
Past sessions, as historical session records with their notes.
Documents, contact notes, private notes and client files.
Emergency contacts.
Diagnosis codes. Codes that aren't valid ICD-10 codes are left out.
â ď¸ Important: We don't bring over saved card details (credit and debit cards). Insurance card images come over only if your old system's export includes them. Plan to collect cards and any missing insurance card images again from your clients.
3. After the migration: what you'll see
Migrated records are labeled so you can tell them apart from records created in Oasys.
Migrated clients show a Migrated badge on their profile and in your client lists. Hover over it to see the date they were migrated ("Migrated on ...") or "Migrated from SimplePractice".
Imported sessions show a green Migrated badge in the client's session cards and in practice session lists, including on mobile. Their session details also show Migrated, with any signature date and amendment history shown separately.
Files that came over show the status Migrated in the client's documents.
Archived clients stay archived. In Practice HQ, open an archived migrated client from Clients and click Unarchive Client (or Unarchive Patient) to restore them to their primary provider's active caseload. The portal invite is sent separately (see Inviting migrated clients to the portal).
Secure messaging is turned on only for clients you'd been messaging in your old system.
The Migrated label only shows where a record came from. It doesn't change how the record is signed, locked, supervised or shared.
4. Billing migrated sessions and clients
Imported sessions are history, not bills, and imported clients start with no billing set up.
Past sessions
Imported sessions don't appear in Billing â Bill sessions.
They can't be invoiced. Oasys refuses with "Migrated sessions are historical records and cannot be invoiced."
They also can't be billed to insurance or included on a superbill.
Bill anything still owed for those sessions outside Oasys, or in your old system.
Migrated clients
Imported clients start as Not Billed, so their sessions in Oasys won't be billed until you choose a billing type for each one.
Open Billing â Client billing (or Patient billing), or the client's Preferences.
Choose Cash Pay or Insurance for the client.
đĄ Tip: If you have a large number of clients to switch, contact Oasys support from the ? menu â Contact Us.
5. Inviting migrated clients to the portal
Migrated clients don't have an Oasys login yet. Invite them when you're ready for them to use the client portal.
One client
Open the client. From the provider dashboard, click Send Invite Email. In Practice HQ, use Send invite on the client's details panel.
Check the email address the invite will go to.
Send the invite. Oasys creates the client's account and emails them a link to set their password.
â ď¸ Important: If the client is under 18 and needs a guardian-managed account, convert them to a minor before you send the invite. In Practice HQ, click Convert to Minor on the client's details panel (or Convert to minor in the Send account invites sheet). On the provider dashboard, use the option in the invite dialog. This can't be done after the invite is sent.
Many clients at once (Practice HQ)
Go to Practice HQ â Clients and click Send invites. The button only appears while some clients still need a first invite.
In the Send account invites sheet, review the clients without a login. Migrated clients are marked Migrated.
Check or edit each client's email and date of birth.
Send the invites together.
Portal invites aren't available in Charter School mode.
Frequently asked questions
Can I import my records myself?
No. There's no import button in Oasys. Your Oasys customer success contact plans the move with you and the Oasys team loads your records.
Will my clients get emails during the migration?
No. Nothing is sent to clients during the import. They only hear from Oasys when you send them a portal invite.
Can I bill a session that came over from my old system?
No. Migrated sessions are historical records. They can't be invoiced, billed to insurance or added to a superbill. Bill anything still owed outside Oasys or in your old system.
Why aren't my migrated clients' sessions being billed?
Migrated clients start as Not Billed. Choose Cash Pay or Insurance for each client under Billing â Client billing or in the client's Preferences.
Do I need to re-enter my clients' cards?
Yes. Saved card details aren't migrated, so collect them again from your clients. Insurance card images come over only if your old system's export includes them.