Onboarding & Migration
Switching is the partwe make easy
Upload your caseload and it lands in your practice, guardians and all. You review everything before it lands, and a real person files the notes and records that don't fit in a spreadsheet.
You're not doing this alone
Our team is here to support you if you need any help or have any concerns, at every step. Weird spreadsheet? Stubborn old system? We'll get on a call and do it together. Email support@vochella.com or reach out any time.
Where's your practice today?
Pick the one that sounds like you. The rest of this page tailors itself to your path.
Select oneYour tailored path appears here
Pick one of the three options above and we'll show your exact way in, step by step.
How your migration works
Five steps, most of them ours. You stay on your current system until everything is confirmed.
Step 1
Sign up and accept your agreement
Accept your Business Associate Agreement in Settings. Your vault stays locked until you do, so no record moves before the paperwork covers it.
Step 2
Get your data out
Exports, spreadsheets, or just names and emails. Pick your path above and this list tailors itself.
Step 3
Upload it in your vault
Drop it in at Bring your caseload over. Column matching happens the moment you upload.
Step 4
You confirm the match
See exactly how everything lined up before a single client is created.
Step 5
You review, then go live
Every row is sorted into to create, will update, and needs a look, and you can skip any row you don't want. Nothing lands until you confirm it. Then you get counts to check against your old system, and one click invites the families.
What comes with you
The parts of your practice you need on day one, in the right place instead of in a zip file.
- Clients, with parent and guardian contacts
- Insurance details, where you have them
- Notes and documents, filed by hand once you send them to your migration specialist
Families come along too
Invite parents to the family portal in a couple of clicks. Intake forms collect fresh consents, history, and insurance straight from families: less typing for you, cleaner charts than the ones you left behind.
One honest tip before you start
Export from your current system before you cancel it. Some platforms delete your files quickly after cancellation. Our export guides flag this for each platform.
Built for records this sensitive
You're moving children's health records. We treat that with the seriousness it deserves, from the first file you upload.
Agreement before upload
You accept your Business Associate Agreement in Settings, and the vault stays locked until you do. Moving your own records is your right; we make it airtight.
Encrypted, logged, then gone
Encrypted in transit and at rest, visible only to you, every access logged. The file you uploaded deletes itself from the vault after 30 days.
Your data stays yours
Export everything, any time, in one click. We earn your renewal with the product, not with lock-in.
Details on our security posture live on the Security & HIPAA page.
Questions SLPs actually ask
Do parents need to sign anything before I move my records?
No. Moving your practice's own records into a new system is part of running your practice. Fresh consents for things like session reminders are collected in-app once you're set up.
How long does it take?
Your caseload is ready to review the moment you upload it: column matching runs instantly. Chart notes and eval documents you send to your migration specialist get filed as we go; there's no fixed turnaround on those, but you stay on your current system until everything is confirmed, so there's no gap in care.
What happens to my old session notes?
Most platforms export notes as PDFs. Email them to your migration specialist once you've uploaded your client list, and they'll file each one to the right client by hand. Keep your original export archived too: retention rules outlive any software switch.
I'm not techy. Is that a problem?
Not at all. If you can attach a file to an email, you can migrate. Drop your spreadsheet in and we handle the column matching. Rather not touch it at all? Send us what you have and we'll walk through it together on a call.
Coming soon
What we're building next
None of this ships today. It's the work in front of us for SLPs who are switching, written down so you can hold us to it. No dates, because we'd rather be honest than early.
Deeper one-click imports
SimplePractice, TheraPlatform, and Jane each hand you a different shape of file. We're teaching the vault to read those exact shapes, so the export you already have gets parsed on the way in without you touching a column.
Your appointments, not just your caseload
Future and recurring appointments moving over with your clients. It's the piece switchers lose everywhere else, and rebuilding a week of recurring slots by hand is why people put the switch off.
Chart history that lands as data
Upload your exported evals and session-note PDFs. They attach to the right client, and we restructure what's inside them into auto-generated drafts of goal baselines and client history. Drafts, not records. You read them line by line and decide what stands before any of it becomes the chart.
The Legacy Archive Vault
A retention-dated copy of your raw export, kept for the years your regulator requires. Your old vendor will not hold it for you once you've cancelled, and a zip file on a laptop is not a retention plan.
A clean-exit kit
Verified record counts and ready-to-send destruction request letters for your old system, so you can close that account knowing what came over and what you asked them to delete.
Quebec
Support for Quebec practices, once the Law 25 privacy assessment paperwork is complete. We'd rather say not yet than take records we aren't cleared to hold.
If one of these is the thing standing between you and switching, tell us at support@vochella.com. We build in the order SLPs tell us to.
Your caseload is ready when you are
Sign up, hand us your files, and let us carry the boxes.