Data Services: Import

Services

Tebra offers import services for Billing and Clinical data. Review the options below to choose service(s) that fits your needs.

DATA SET IMPORTS	INTEGRATED CCDA IMPORTS	DOCUMENTS IMPORTS
Completed within 30 business days after receiving the signed agreement.1 For $250 per data set,2 select any of the following data to import into your Tebra account: Patient Demographics Case (Policy) Insurance List Appointments Referring Providers Fee Schedules Balance Forwards CCDA3 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.	Completed within 30 business days after receiving the signed agreement.1 For $500, import Practice Fusion CCDA3 from a .xml file.	Completed within 30 business days after receiving the signed agreement.1 For $500, import up to 25,000 Documents4 from .jpg, .jpeg, .tif, .doc, .docx, .html,  .txt, .gif, .png, . pdf, or .rtf files.5  Contact the Data Services team for a quote if you have more than 25,000 documents to import.

¹ Completion timelines are subject to change based on the complexity and volume of data or additional research is required.
² Fees for custom data imports are determined based on the data sets requested and volume of the specific import and quoted by the Data Services team.
³ Due to differences in file structure between vendors, Tebra cannot guarantee successful integration of CCDA files.
⁴ 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).
⁵ Bulk import of document can only be purchased as a stand alone if patient demographics already exist in the Tebra account. If patient demographics are not present in Tebra, the customer must import demographics into Tebra for an additional cost of $250.

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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: A/R or Ledger Data Custom Templates Diagnostic Codes Custom Alerts or Reminder Fields
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.
When and how will this service be charged?	The Data Services fees are invoiced following the completion of the data import.
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: 03/24/2026