TherapyNotes does one thing TherapyNotes-shaped: it’s a notes-and-billing system, and many practices have lived in it for years. Years of notes is exactly what makes leaving feel risky. You’re not switching an app — you’re moving a clinical record you’re legally and ethically responsible for.
So this guide treats the record with the seriousness it deserves. Here’s how to get your data out of TherapyNotes intact, into Teja in a usable shape, and how to close out billing without creating a mess on the way.
The short version
Export your records from TherapyNotes, hand them to us, and we map them into Teja with you — clients, history, and notes preserved and legible. You keep TherapyNotes read-only long enough to finish open claims and to satisfy your record-retention obligations, then point new work at Teja. A real person runs the lift; you verify the parts only a clinician can judge.
Getting your data out cleanly
TherapyNotes lets you export your data — and the order and completeness of that export is what separates a clean move from a frustrating one:
- Client demographics and contacts — export the full client list, including inactive clients you’re retaining for records.
- Clinical notes and documents — this is the crown jewels. Export progress notes, intake documents, treatment plans, and any uploaded files. Confirm the export covers your full date range, not just recent activity.
- Appointment history — so the timeline in each chart stays meaningful after the move.
- Billing and payment records — what was billed, what was paid, and what’s outstanding, so nothing falls between the systems.
Do the export when the practice is quiet (end of day, not mid-session), and keep the original export file as your own backup regardless of the migration. It’s your record; hold a copy.
Mapping it into Teja
Raw exports are rarely shaped the way a new system wants them. The mapping step is where our side earns its keep:
- Notes land in the right chart, readable. Historical notes are attached to the matching client and kept as legible documents — not dumped as a wall of unformatted text.
- Treatment plans and intakes are placed where you’d expect to find them, so a client’s story reads top to bottom.
- Clients are de-duplicated and reconciled — if the same person exists twice in years of data, we catch it before it becomes two charts in Teja.
- Your note style is rebuilt as templates so your next note feels like your last one, not a foreign form.
Finishing your billing without duplicates
This is where practices most often trip, so be deliberate:
- In-flight claims finish in TherapyNotes. Anything already submitted should complete and reconcile there. Do not re-enter it in Teja — duplicate claims to a payer create denials and clawback risk.
- New claims start in Teja after your cutover date. Pick a clean date and hold the line: before it = TherapyNotes, after it = Teja.
- Outstanding patient balances can be carried into Teja as opening balances so statements stay accurate — confirm the numbers against your TherapyNotes aging report.
- Reconcile once at the seam. A week after cutover, compare outstanding items across both systems once. Catching a stray claim early is trivial; catching it at year-end is not.
Record retention — don’t close the door too early
You have legal obligations to retain clinical records (the exact term varies by state and payer — commonly several years past last contact). Two safe options:
- Keep TherapyNotes read-only for the retention window, paying their minimum, purely as an archive.
- Rely on the migrated record in Teja plus your own export backup — provided you’ve verified the migration is complete.
Most practices verify the Teja record thoroughly, keep the raw export as a cold backup, and downgrade or close TherapyNotes once they’re confident. Don’t cancel the old account the same week you cut over — give yourself the overlap to be sure.
What to verify by hand
- Open three or four long-history clients and read the chart top to bottom. Are the oldest notes there and legible?
- Confirm treatment plans and signed intakes came across, not just session notes.
- Check that any couples/family relationships are preserved.
- Re-enter card-on-file via the client portal (stored cards never transfer between processors).
When you’re ready
You don’t do this alone with a spreadsheet at midnight. A real person on our side runs the export-to-mapping lift with you, walks the verification list against your actual charts, and stays on through your first billing cycle in Teja — because moving a clinical record is exactly the kind of thing that shouldn’t be self-service.
Ready to move? Start free and we’ll schedule your migration — your first three clients are on us. New to Teja once you’ve landed? The first-week checklist walks you through day one.