The transfer of patient demographic data and clinical documentation from an existing Valant account database into a new Valant account database is referred to as a “Valant to Valant Transfer”. In order for this transfer to be completed, both the signatory for the originating practice as well as the signatory for the new practice will need to sign an addendum agreement.
The signatory for the new practice will also receive a quote for the scope of work which will include both timeline estimates and pricing. Once payment is remitted in full, the Valant to Valant transfer will be initiated.
Be aware that when using our import tools, it may be necessary to make some manual adjustments after the import process is completed. While we strive to execute imports without issue, we cannot guarantee that all of the data will transfer over. It is ultimately your responsibility as a practice to review and make any final edits or corrections within your Valant account to ensure accuracy.
Information that WILL be transferred in a Valant to Valant transfer
Patient Demographic Data
(Persons & Institutions | Patients) for patients where the "Assigned Provider" field is set to the provider who is transferring data to the new account
ACTIVE patient demographic records
Inactive patients cannot be transferred
ONE Guarantor
For each active patient included in the import, only one guarantor will be transferred
Signed, Finalized Documents located in the Patients' charts
For the above patients in the clinical chart where the "Provider ID" column is set to the provider in question.
Note: NO other information from the originating Valant accounts patient chart will be transferred over to the new Valant account.
Information that will NOT be transferred in a Valant to Valant transfer
- Patient Allergies
- Patient Diagnosis Codes
- Patient Tasks
- Patient Communications
- Scheduler Data
- Appointment Preferences/History
- Prescription Records/Medication History
- Preferred Contact Methods
- Inactive Patients
- ALL Guarantor Data (Only one guarantor will come over)
- Document Templates
Any additional information will have to be manually entered by the practice.
Prepare for the data export/import
Navigate to Persons & Institutions | Patients
- Make sure all patients to be transferred are “Active”. Click the "Show inactive patients" checkbox at the top of the screen to view all patients, including those who are Inactive and will not be transferred. If you would like an inactive patient to be included in the data transfer, uncheck the "Inactive" checkbox in the lower-right corner of the patient record to activate that patient.
- Make sure all patients you want transferred have the “Assigned Provider” field set to the provider who is transferring data to the new account.
Navigate to “Undocumented Sessions” on the Dashboard
- Make sure all sessions on the scheduler are documented
Navigate to “Unsigned Documents” on the Dashboard
- Make sure all clinical documents are signed
Navigate to “Uninitialed Documents” on the Dashboard
- Make sure all in-progress measures have been initialed and sent to the patient chart
Practices which are transferring into another Valant Account which already has established Patients, Providers, and Insurance information need to work with your Valant contact to create a list of any potential duplicate Insurance or Patient Names so they are merged appropriately.
Next steps
CONTRACT ADDENDUM - We will need to process a contract addendum signed by your practice and the originating practice to obtain agreement to copy this data. Confirm when you would like us to send this addendum to the originating practice for signature. We recognize that transferring from one practice to another can be a sensitive situation and want to coordinate with you on timing.
EXPORT PLANNING - Confirm when you expect to have the above preparation steps complete so that we can plan for the data export and coordinate with our internal resources.
CONFIRM EXPORT - Email when you've completed the above preparation steps and are ready for us to export your data.
EXPORT/IMPORT PROCESSING - The demographic and document transfer from the originating Valant account into the new Valant account takes an average of 1-2 weeks. We will keep you updated on the status of your import.
PRODUCTION ACCOUNT ACCESS - Once the demographic data import is complete, we can provide you with access to your new Valant account. Documents may take 1-2 business days longer to finish importing. We will coordinate on when we should send access to your production account.