Moving to Whenaro from Jane

What imports today

Three things, as plain CSV files, through the Migration Centre:

• Your client list: names, preferred and legal names, contact details, date of birth, pronouns, address, emergency contact, referral source.
• Practitioners and staff.
• Services and treatments, including durations and prices.

Column headers are matched automatically against a long list of aliases, so Date of Birth, date_of_birth and dob all land in the same field. A column nobody recognises is left out of the import rather than guessed into a field, and its raw value stays visible on the row so you can see what was skipped.

One caveat we would rather state than bury: nobody has yet handed us a real Jane export to check against, so there is no Jane-specific column recognition. The general matcher above is what does the work, and it is the path that has been tested end to end. If you are willing to send a de-identified export, that is the single most useful thing a switching clinic can give us.

What does not import

There is no pipeline for any of these. Uploading them will not migrate them.

• Appointment history. Past visits stay where they are.
• Invoices and payments. Your financial history stays in the old system; Whenaro's ledger starts on the day you start.
• Chart notes. Clinical free text is never imported automatically. Moving a record between systems by machine is how detail gets quietly mangled, and a chart is the wrong place to find that out.
• Intake form submissions. Form structures differ per clinic, so forms are rebuilt in Whenaro's builder.
• Insurance policies and claims.

What clinics do in practice: keep the old system read-only for as long as your college requires you to retain records, and start the new chart here. It is not free. You are paying two bills for a while, and a practitioner looking for history has to open a second window.

How an import runs

1. Export the three file types from your current system as UTF-8 CSV, one file per type, up to 10 MB each.
2. Start an import, say where the data came from, and attach the file. Naming the source tags the batch, so later on anyone looking at a record can see where it came from.
3. Preview. The file is parsed, columns matched, rows cleaned, problems flagged and an action proposed per row. Nothing touches your real records at this stage. The preview writes to staging tables only.
4. Review the flagged rows. Possible duplicates are scored and shown with a confidence rating; nothing is ever merged automatically, and a row marked for review is not imported until a person decides. Where a match is confirmed, empty fields are filled and existing values are left alone.
5. Run it, then check the reconciliation report, which downloads as a CSV for your own file.
6. If something is wrong, roll the batch back.

Importing the same file twice does not duplicate anyone: rows carry a stable source identifier, so a re-import updates rather than duplicates. Multi-file imports run in dependency order, so clients land before the records that reference them.

Whether you should switch yet

The honest dividing line is not your discipline. It is how you get paid.

If your clients pay you directly — most counselling, massage, and self-pay physiotherapy and chiropractic practices, everything you run on daily is here and has been tested: booking, reminders, the portal, charts, invoices, packages, reports. Solo and multi-location both work, with roles, per-practitioner compensation and group programs.

If most of your revenue arrives through insurer billing, wait for us. Direct electronic claim submission to Canadian insurers is the one significant piece that is not finished, and no amount of everything-else makes up for it. We would rather you stayed where you are than switched and regretted it.

Per-discipline chart templates are basic: SOAP and freeform. If your notes depend on structured, discipline-specific templates, look at that closely before you commit.