Data Services: Import
Import your data from another software into a Tebra account. To get started, you will need to request your data from your current vendor. We recommend using Tebra's Standard Import template to ensure compatibility and efficiency for import.
Services
Tebra offers import services for Billing and Clinical data. Pricing is based off of total patient volume you wish to import into Tebra and includes all datasets, if found and are usable from the exported data provided to the Data Services Team.
| $5001 | $10001 | $15001 | CUSTOM QUOTE1 |
| Completed within 30 business days after receiving the signed agreement.2
Up to 1,000 Patient Records. Includes core datasets3 for the practice to start utilizing Tebra:
Add-on:
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Completed within 30 business days after receiving the signed agreement.2
1,000 to 3,500 Patient Records. Includes core datasets3 for the practice to start utilizing Tebra:
Add-on:
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Completed within 30 business days after receiving the signed agreement.2
3,500 to 5,000 Patient Records. Includes core datasets3 for the practice to start utilizing Tebra:
Add-on:
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Completed within 30 business days after receiving the signed agreement.2
Over 5,000 Patient Records and/or high Document count. Includes core datasets3 for the practice to start utilizing Tebra:
Contact the Data Services team for a custom quote. |
1 Fees for data imports are determined based on the total patient volume needing to be imported.
2 Completion timelines are subject to change based on the complexity and volume of data or additional research is required.
3 Data sets can be imported from a .csv, .xls, or .sql file with the exception of CCDA. The CCDA data set can only be imported from an .xml file.
4 Due to differences in file structure between vendors, Tebra cannot guarantee successful integration of CCDA files.
5 Documents are priced at $500 per 25,000 documents in .jpg, .jpeg, .tif, .doc, .docx, .html, .txt, .gif, .png, . pdf, or .rtf format. If you have a large amount of documents, contact the Data Services team for a custom quote. Document imports requires an index file that connects the documents to the patient or the naming convention of the documents must be LastName_FirstName_DateOfBirth (e.g., Smith_John_01301900.pdf).
FAQs
Answers to the most common data import questions.
| Question | Answer |
| What type of data does Tebra not import? | Tebra is unable to import the following data:
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| Can we import financial data? | No, all billing will have to be closed out in your current software and any new A/R can be created through Tebra once the import has been completed. If you have balance forward data, this must be imported in the first import round. This dataset cannot be imported after any other datasets have already been imported. |
| If we import demographics by ourselves can we utilize Data Services? | If you choose to utilize the self-service option, the Data Service team can import additional datasets later, with the exception of Balance Forward data. If you have any Balance Forward data that needs to be imported, it can only be imported in the first import, it cannot be imported after any data is already in the system either via self-import or via Data Services. The Data Services team can import additional datasets at a later time, but doing so a self-service import can lead to potential demographics data duplication. Tebra recommends that the self-service import option only be utilized for customers who wish to only import Patient Demographics and no other data. |
| When does the timeline for the import start? | The timeline begins once the service agreement has been signed acknowledging the payment. |
| How is the import service fee calculated and when will the fee be processed? | The import service fee is calculated based on the amount of patient volume you have in your previous vendor and if included, document count based fee. The Data Services fees are invoiced the following month after the import project has been completed. |
| Does Tebra offer extraction service? Will you request my data for me? | If exported data provided does not include all datasets that can be imported, the Data Services team offers data extraction services for only the following EMRs: Athena, AdvancedMD, drChrono, eClinicalWorks, SimplePractice, and PracticeFusion, limited to each EMR’s self export capabilities. Data from any other EMR vendors must be exported by the practice and shared with the Data Services team. The team can help with verbiage to assist with the conversation between the practice and their vendor. |
| Can I add more data after the initial data import is completed? | It is recommended to upload all data at once, to adhere to project timelines and delivery. Clinical data can be imported at a later date without issue. Any other types of data must be evaluated by the Data Services team to validate data integrity in the account before moving forward. |
| Do I have to keep a copy of my data? | Please check your local laws for rules of retention. |
| Will the data integrate into the structured fields in Tebra ? | We cannot integrate clinical data into Clinical (EHR) . All clinical data given will be placed in the patient's documents section of their face sheet. Note: Practice Fusion CCDA can integrate the following fields: Allergies, Medications, Problem List, Immunizations, and Vitals. |
| How will the clinical documents be named? | Depending on how the data was exported, it will either be the original naming convention from the vendor or an updated version with the demographic connected to the beginning of the file name (e.g., Smith_John_01301900_Lab.jpeg). Note: Tebra is not responsible for the naming convention from your previous software. |
| Is there a limit to the amount of data that can be imported? | The Data Services team makes every effort to import all the data provided. If there are concerns about the success of the import, they will reach out to you to discuss options. There are limitations for appointments imports due to software configurations. Only the past three years and any future appointments will be imported. Please keep any appointment data past that time frame for your reference and records. |
| Do we need to format the data ourselves? | No. To prevent the possibility of data loss, the Data Services team will format the data for import as necessary. |
| What is required of my Tebra account prior to import? | The practice must have all rendering and scheduling provider(s) and service location(s) populated. The Data Services team will complete a data review and let you know if additional setup is required in the account prior to import. Please note, a successful import will occur in an empty account, any additional information present in the account at time of import increases the likelihood of data issues. |
| Can I use my Tebra account prior to or during the import? Will this result in duplicated data? | It is advised to not use your Tebra account prior to or during the import process as this will result in duplicated data and/or patient records. Duplicated patient records may only be marked as Inactive and cannot be merged or deleted due to security and compliance. |
Updated: 08/25/2026