Clear Practice — Data Importer v10

Practice Onboarding Importer

Upload a new practice's data export. AI analyzes their columns, maps to your Airtable fields, and outputs a clean import-ready CSV.

Upload

Map

Classify

Review

Validate

Export

Upload the practice's data file

⚙️

Ask the practice to export their existing client/inquiry data in any format. Upload one file — if it has multiple sheets, you'll choose which ones to import.

Claude API Key (for AI mapping)

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Used only for column analysis. Never stored or transmitted beyond your browser session.

📂

Drop a file here to analyze

Accepts .csv, .xlsx, .xls — SimplePractice, Excel, Google Sheets

⚠️ This file type isn't supported. Please upload a CSV or Excel file (.csv, .xlsx, .xls)

📋 What to request from a new practice

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✅ Essential columns to request

Name (or First Name + Last Name separately)
Email address
Phone number
Inquiry/submission date
Status (e.g., New, Contacted, Scheduled)
Primary concern or reason for seeking therapy

💡 Helpful additional columns

Age or date of birth
Client type (adult, child, couple, family)
Referral source (how they heard about the practice)
Insurance provider
Session preference (in-person, telehealth, hybrid)
Availability or preferred appointment times
Any notes or additional details

📧 Sample email template

Hi [Practice Name], To help us coordinate your VA services and get your client data into our system, could you please export your current client/inquiry list? What we need: • Client names, email addresses, and phone numbers • Inquiry dates and current status • Primary concerns or reasons for seeking therapy • Any other relevant details (insurance, preferences, etc.) Export format — any of these work great: • CSV export from your EHR system • Excel spreadsheet (.xlsx) • Google Sheets export Common EHR exports: • SimplePractice: Clients → Export → CSV • TherapyNotes: Reports → Client List → Export • Google Sheets: File → Download → CSV Please send the file to [your email] and we'll handle the rest! Thanks, [Your name]

⚠️ Data quality tips

Request exports with column headers in the first row
Ask for all columns — our AI will figure out what's relevant
Prefer CSV or Excel over PDF or screenshots
If they use SimplePractice, TherapyNotes, or similar EHR, they can export directly

🔒 HIPAA-safe — no client data leaves your browser

AI column mapping

Claude analyzed your file and matched source columns to Airtable fields. Confirm the matches look right — adjust anything that's off.

Classify Records

Tell us how this practice tracked their data so we can correctly flag historical vs active records. This only happens once during onboarding.

Mark a record as Historical if ANY of these match:

Validation & preview

Review flagged issues. Warnings are informational — errors should be resolved before importing.

Preview — first 5 rows of mapped output

Export ready

How to import into Airtable

Open the correct Airtable base for this practice
Go to the Intake Inquiries table → Grid view
Click Tools (top right) → Import data → CSV file
Upload the downloaded file — field names will match automatically
Confirm field matching and click Import

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Delete after importing. Once confirmed in Airtable, delete this CSV from Downloads. Client data shouldn't sit on disk longer than needed.