Extracting Data from Office Therapy

Extracting Data from Office Therapy

Overview

This document outlines the process for extracting your data from Office Therapy in advance of decommissioning the software. 

Customizing a Client List Report to Extract Data

This will provide raw data in a format that is editable and/or able to be imported elsewhere. These steps are written specifically for pulling client (patient) data, but this process can be repeated for insurance companies, providers, referrals, etc.
  1. Log into OfficeTherapy using an account with master access. 
  2. Navigate to the Client list and select the <Standard> list. 
  3. Click Create Filter at the bottom of the screen. 
  4. Set your filters: 
    • Show All Clients, all dates to pull in data for all patients, including inactive patients. If you prefer, you can filter on just active patients.
    • For each tab on the filter window (providers, insurance, etc.) add all to the included list.  
    • If you want to export Diagnosis, you can add this filter to your report for exporting.
  5. Right-click the client list grid and select Add Column. Add all columns to ensure you pull all data into the report. 
  6. Right-click the client list grid  and select Save List As. Give the list a name, such as All Patients and Fields. 
  7. Right-click the client list grid and select Analyze With Excel. Excel (or OpenOffice, etc.) will open with your report results. 
  8. In Excel (or OpenOffice), do a Save As to save the file to a location that makes sense for you.
    • It’s important to do this step because OT saves the file to a temporary location while you view it and you want to be able to easily find it later. 

Extracting a Client Ledger

These steps will allow you to extract a client ledger. Repeat for all clients to be exported. 
  1. Log into OfficeTherapy using an account with master access. 
  2. Open the client ledger you want to export. 
  3. Be sure to add columns for the data you want to include. 
  4. Select Analyze With Excel. Excel (or OpenOffice, etc.) will open with your report results. 
  5. In Excel (or OpenOffice), do a Save As to save the file to a location that makes sense for you.  You may want to save the file with a naming convention that includes the patient name for ease of future searching.
    1. It’s important to do this step because OT saves the file to a temporary location while you view it and you want to be able to easily find it later. 

Optional Reports

There are many reports available from the Reports menu, but the above Excel report is more thorough. Report Essentials is a newer report engine and contains even more reports
Some additional reports include: 
  • Account Activity> Client Notes can produce a report containing all client notes. 
  • Produce Bill can produce a walkout statement. Provide a date range (if unknown, use 1/1/1900 to 12/31/2099 to capture all dates). 
If there is no direct to PDF option, use the Print option and select a PDF Printer to generate a PDF. 


Cloud Client Only

Moving Files and Attachments from S: Drive

If using attachments, the user can copy the contents of their "S:" drive to their local machine. 

Final Access Date 

  • This is the date when your database access is completely removed from all users and we delete the data from our servers.
  • Please remember that after the database is closed, there will be no access to your data as we do not archive the data for later retrieval.

If you need any assistance with these reports, please contact Support at (866) 983-4661 or Support@tmdtigroup.com