Transferring Patient Data to DrChrono - FAQ

Moving patient data to DrChrono has never been easier. The FAQ below addresses most questions you may have about transferring your data. If your question/answer is not listed here, please reach out to your DrChrono representative, or log a support ticket. 


What makes up "Patient Data"?

Patient data is comprised of Demographics & Insurance, Appointments, Clinical Notes, Documents, Images and Lab Results. 


What makes up "Practice Data"? 

Practice Data is comprised of Fee Schedules, Inventory Items, Contact Lists and Custom Procedure Codes.


Can Billing Data be transferred to DrChrono? 

Billing data, including, but not limited to: claims data, patient payments, ERAs/EOBs and balances, cannot be transferred to DrChrono from any external source.


How do I begin the process to transfer Patient Data and Practice Data to DrChrono? 

In order to get started, follow the steps below:

  1. Sign an annual contract (required)
  2. Get REQUIRED file formats for each component of Patient Data. (this table shown below)
  3. Obtain Patient Data from previous EHR company in the required format.
  4. Upload files to Box Folder provider by DrChrono (5GB Upload limit, per file)
  5. Wait approximately three weeks* for data transfer to complete.

What are the required data formats?

Patient Data Type Format
Demographics .csv, .xls/.xlsx, .txt(delimited)
Appointments .csv,.xls/.xlsx, .txt(delimited) 
Clinical Notes .pdf, .html, .tiff
Documents .pdf, .jpeg/.jpg, .tiff, .html
Images .pdf, .jpeg/.jpg, .tiff
Lab Results .pdf, .jpg, .tiff


Practice Data Type Format
Fee Schedules, Contact Lists, Custom Codes and Inventory .csv, .xls/.xlsx


My patient data is contained within a database (SQL, MS SQL, etc). Can DrChrono import this type of data?

DrChrono does not support database files. Please contact your current EHR vendor in order to obtain a full export of your practice data using the grid above as a guide.


Is it possible for a DrChrono representative to log into my old EHR account or server and extract all the data required to continue patient care? 

DrChrono does not support this method of retrieving and importing your practice data. If you require assistance with obtaining your Patient and Practice data, please contact the support department of your current EHR vendor.


My data is too large to upload to Box. How can I ensure DrChrono receives my data? 

Physical media, such as DVD, CD, Flash Drives can be shipped to DrChrono for review and processing (at the customer's expense). We will send the drive back once we've completed the transfer. Note: These drives must be password protected before shipping.

We also support SFTP file transfers, if you have a SFTP server set up. You must provide all connection details (IP address, username, password and port number) in order to proceed with this process.

You may employ the use of a cloud storage system with appropriate certifications to ensure the data stored there is done so in a HIPAA compliant manner.

Due to data-integrity restrictions, we do not support using Google Drive to retrieve Patient Data. 

Reach out to your DrChrono representative for more details regarding this section.


My clinical notes have been imported into my account. Where can I find them?

Any and all clinical note data that originates from outside of the DrChrono account can be found under the patient's chart > Documents. 


I'd like to remove patient charts from my account because some information was missing. Is this possible?

At this time, imported records cannot be removed. Please review your patient record data to ensure that the data provided is 100% accurate before importing as this cannot be undone. Please contact your DrChrono representative should you have any concerns regarding your imported patient demographic data.


How much does DrChrono charge for transferring Patient Data? 

Here is the pricing for all users with an Annual Contract: 

Import Type Tier Cost
Patient Demographic data Standard $0
All Practice Data types Standard $0
Clinical Notes, documents, images, lab results and/or appointments for up to 5,000 patients Intermediate $1,000*
Clinical Notes, documents, images, lab results and/or appointments for over 5,000 patients Intermediate+ *custom quote will be provided once data evaluated

*subject to change. Speak with your DrChrono representative for pricing. 

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