IntakeQ to TherapyNotes migration: 400+ patients moved in days.
Genesis Integrative Mental Health is a telehealth psychiatry and therapy practice in Delaware. When the team decided to leave IntakeQ for TherapyNotes, the records were the part nobody wanted to own. Vybz Health ran the EHR migration end to end, checked every record, and asked a person only when a decision was needed.
The results
400+
patients migrated from IntakeQ to TherapyNotes
Days
from the first batch to a verified, complete chart list
No pause
in patient care while the records moved
- Practice
- Genesis Integrative Mental Health
- Location
- Dover, Delaware, by telehealth
- Engagement
- EHR migration, IntakeQ to TherapyNotes
- What moved
- Profiles, insurance, appointments, history, documents
The problem
The migration looked so daunting that it kept being put off.
Genesis had known for some time that its EHR no longer met the needs of the practice. As a telehealth psychiatry and therapy practice it needed more from its records system than the one it was using could give, and the team was working around those gaps every week.
What kept the practice where it was had nothing to do with loyalty to the old system and everything to do with the move itself. More than four hundred patients each had a profile and emergency contacts, insurance details, appointments already on the calendar, a clinical history that a prescriber needs before the next visit, and intake forms and documents attached to the chart. Moving all of that by hand meant weeks of a staff member reading a chart on one screen and retyping it on another, while the practice went on seeing patients every day.
A project of that size, with that much room for error, was easy to set aside for another month, and then for another. Each time it was postponed the practice stayed on a system that did not fit, and the list of patients to move grew a little longer. Genesis eventually decided that staying put was costing more than leaving, and chose to make the move to TherapyNotes on the condition that it could be done without burying the team in data entry or putting a single record at risk.
What changed
Vybz Health took on the whole move, and checked every record along the way.
Genesis gave Vybz Health access to both systems, and the migration then ran in small groups of patients so that the practice could follow its progress and answer questions as they arose. The work was carried out by Luna, our AI practice manager, working the way a careful member of staff would.
Each patient's full record was gathered from the old system
The profile, contacts, insurance, upcoming appointments, clinical history and the documents on the chart were collected together, so that nothing about a patient was left behind.
The patient was created in the new system as the practice would have done it
Luna entered each record through the practice's own account, on the same screens a staff member would use, so every chart ended up exactly where the clinicians expect to find it.
A person was asked whenever a decision was needed
Insurance raised the most questions, because the same insurer can be listed under different names in the two systems. Luna did not guess. She showed the practice both versions and waited for an answer before continuing.
Every record was checked before moving on
After each patient she compared the new record with the original, detail by detail, and any difference stopped the work until it was understood, so only patients who had been verified were counted as finished.
Progress was written down as it happened
Every patient moved, every decision taken and every open question was recorded in one place, so the team always knew how far the migration had come without having to ask.
The results
Four hundred verified charts, and a team that never stopped seeing patients.
Genesis finished with more than four hundred patients in its new EHR, each one checked against the original record. The move was completed in days and not the months the practice had feared, and nobody on the team typed a record by hand. Both systems remained in use throughout, so the schedule never paused and the old system stayed available as a fallback until the practice was ready to switch it off.
The checking is what made the switch calm. Instead of discovering a missing insurance policy or a wrong date of birth in the middle of a session, the team dealt with each question as it was raised, with both versions of the record in front of them. The handful of questions about insurer names were the only part of the migration that needed a person's time.
Most importantly, a project that had been postponed for so long was simply finished, and Genesis now works in an EHR that fits the way the practice delivers care.
FAQ
IntakeQ to TherapyNotes migration, answered.
For Genesis, more than 400 patients were moved and verified in days. A full EHR switch usually runs 12 to 16 weeks once planning and training are counted, and the data move is normally what sets the pace. Here it stopped being the bottleneck.
Each patient's profile and contacts, insurance policies, upcoming appointments, diagnoses and clinical history, and the intake forms and documents attached to the chart.
Every migrated record is read back from TherapyNotes and compared field by field with the IntakeQ original. A mismatch stops the batch until it is understood, and only verified patients count as done.
No. Both systems stayed live the whole time, so the schedule never paused, and IntakeQ remained the fallback until the practice chose to switch it off.
Vybz Health prices migrations per patient, from $1 for demographics, contacts and insurance to $3 for complex moves with large document histories. There are no hourly contractor charges.
Switching EHRs? Tell us the two systems and we will show you a record being moved.
We will walk through your current EHR and the one you are moving to, migrate a sample record while you watch, and scope the full move. Pricing is per patient, from one dollar. The long version of why migrations go wrong is in our EHR migration guide.