Switching your practice software feels like moving house while you still live in it. Clients are booked, claims are mid-flight, notes are half-written. The fear isn’t the new place — it’s dropping something on the way over.
This guide is the opposite of that fear. It’s the actual order of operations we use when we move a SimplePractice practice to Teja, including the parts a sales page won’t tell you: what genuinely transfers, what you should check with your own eyes, and how nobody on your calendar notices a thing.
The short version
You don’t switch on a single dramatic day. You run both side by side for a short overlap, point new bookings at Teja, let the SimplePractice tail finish, and then close the old account. A real human on our side does the data lift with you. Most solo practices are fully over in an afternoon of focused work plus a quiet week of overlap.
What transfers automatically
When we run a SimplePractice migration, these come across for you:
- Clients and contact details — names, emails, phones, addresses, and the relationships (couples, families, the minor-and-guardian links).
- Appointment history and upcoming bookings — so your calendar isn’t blank on day one and your client history is intact.
- Documents and historical notes — exported from SimplePractice and mapped into each client’s Teja chart, kept readable rather than dumped as loose files.
- Insurance payers and client coverage — the payer list and each client’s plan, so claims keep flowing.
- Service and fee setup — your appointment types, durations, and rates, rebuilt as Teja services.
What to verify by hand
Automated migration gets you 95% there. The last 5% is where careful practices stay out of trouble — check these yourself before you cut over:
- Recurring appointments. Series rules don’t always map one-to-one between systems. Open your busiest recurring clients and confirm the pattern, not just the next instance.
- Card-on-file and autopay. Stored payment methods do not transfer between processors for security reasons — clients re-enter a card through the Teja portal. Plan a friendly heads-up message; don’t let an autopay silently fail.
- In-progress claims. Anything already submitted from SimplePractice should finish in SimplePractice. Don’t re-submit it from Teja — you’ll create duplicates. New claims start in Teja after cutover.
- Document completeness. Spot-check a few clients with long histories to confirm older notes came across and are legible.
- Custom note templates. Your own templates are rebuilt in Teja’s editor; confirm the fields and prompts match how you actually write.
Keeping your calendar live during the cutover
This is the part people lose sleep over, and it’s the most solvable:
- Import first, in the background. We bring your data into Teja while SimplePractice keeps running. Nothing changes for clients yet.
- Stop new bookings in the old system. Point your booking link, your website, and your directory profiles at Teja. New appointments now land in Teja only — no double-booking.
- Let the SimplePractice tail run. Existing appointments already on the old calendar can play out there, or be re-confirmed in Teja — your choice. Either way both calendars are visible to you during the overlap.
- Close the old account once it’s quiet. When the last in-flight claim is paid and no appointments remain on the old side, export a final backup and cancel SimplePractice.
At no point is your calendar dark. The overlap exists precisely so there’s never a moment where a client can’t book and you can’t see your day.
A note on cost
Practices usually move because they’ve outgrown what they’re paying for — paying per-feature, per-add-on, watching the monthly creep. Teja is a full-stack replacement, not another tool to bolt on, and the first three clients are on us while you settle in. We’re not going to pretend price isn’t part of why you’re reading this. It usually is.
When you’re ready
The migration isn’t a form you fill out alone — a real person runs it with you, checks the verification list above against your actual data, and stays on through your first billing cycle. That’s the whole point of switching to something built to replace the stack, not extend it.
Ready to move? Start free and we’ll schedule your migration — your first three clients are on us. Or read the first-week checklist so you know exactly what day one looks like.