EHR Hand-Off
The pipeline ends where your EHR begins.
TheraCRM.pro does not replace your clinical system, and it does not pretend to write into one that has no door. It carries a person from first inquiry to booked and intake-complete, then hands your front desk one complete record to create the chart from, once.
THE HONEST VERSION
Three things we will say, and one we will not
Every plan
A complete, exportable record at a defined hand-off stage. Your front desk creates the chart once, from one place, in the right language.
Group
Integration work scoped per system where your EHR or practice-management software exposes a supported connection, confirmed in writing before you commit.
Always
Integrations are treated as outside the platform’s published BAA boundary until the provider confirms otherwise, so patient information is not routed through one on assumption.
Never
“We integrate with everything.” SimplePractice and TherapyNotes publish no write API; dental systems vary widely. A vendor who claims a direct feed into all of them is describing something that does not exist.
BEFORE / AFTER
What actually changes
| Today | With TheraCRM.pro |
|---|---|
| Front desk re-types the inquiry thread into the chart | One complete record, every field in one place, created once |
| "Which language does she prefer?" asked twice | Language tag carried on the record from first submission |
| Consent lives in an email somewhere | Messaging consent record attached: timestamp, text version, language |
| Pipeline and chart disagree on who is active | A defined hand-off stage, so a person is in one system or the other |
| "We integrate with everything" | Confirmed per system on the call, in writing, before you sign |
HOW IT WORKS
How it works
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1
The pipeline runs up to the moment a person becomes a patient: inquiry, first reply, consult booked, intake forms complete. Everything before the chart lives here.
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2
At the hand-off stage the record is complete: contact details, language, source, consent record, appointment, and the intake form answers, all in one place.
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3
On every plan, that record is exportable in a clean, structured format your front desk can create the chart from once. Nothing is re-typed from a text thread.
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4
On Group, where your EHR or practice-management system exposes a supported connection, we scope integration work per system: what fields move, in which direction, and what stays behind. That scope is confirmed in writing before you commit.
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5
After the hand-off, the clinical record lives in your EHR. TheraCRM.pro keeps the intake history and the reminder and reactivation sequences, and holds the minimum it needs to run them.
DETAILS
The specifics
BY VERTICAL
Where the hand-off lands, by practice type
The stage is the same idea in every vertical. What differs is which system is on the other side of it and how much of a door that system has.
Therapy
Most practices run SimplePractice, TherapyNotes, or Kalix, none of which publish a write API. The hand-off is a complete record at the consult-booked or first-session stage, created in the EHR once. We do not claim to write into these systems, because we cannot.
Dental
Dentrix, Eaglesoft, Open Dental, Curve, and Denticon differ widely in what they expose. Integration depth is confirmed per system on the discovery call and scoped at Group. The unscheduled-treatment follow-up runs on data the practice chooses to share back.
Med spa
Consult-to-treatment tracking stays in the pipeline through the treatment plan stage. The hand-off is at first treatment, into whatever charting system the practice uses, confirmed on the call.
Medical
Referral intake and records requests stay in the pipeline; the hand-off is at the scheduled visit. Referring-provider attribution travels with the record so the practice can close the loop with the referrer.
THE BOUNDARY
The platform we build on publishes what its HIPAA module covers and does not publish an exclusions list. Third-party connections, including EHR connectors, are not stated to be inside that coverage. We treat them as outside it, which means the hand-off is designed so that the intake system holds the minimum it needs and the clinical record lives where it belongs, in your EHR, under your own agreement with that vendor.
That is a more conservative position than most vendors take, and it is the reason we confirm every system on the call rather than listing logos. The full boundary, and what we do and do not claim, is on the HIPAA & BAA page.
FAQ
Questions we get on the consult call
Not by writing into them, because neither publishes a write API and we will not claim a connection that does not exist. The hand-off is a complete, exportable record at a defined pipeline stage, which your front desk uses to create the chart once. If either vendor opens a supported connection, we will scope it the same way we scope the dental systems.
Dentrix, Eaglesoft, Open Dental, Curve, and Denticon are the ones we most often see, and they differ widely in what they expose. Integration depth is confirmed for your specific system on the discovery call and scoped in writing at the Group tier. On Solo and Practice the hand-off is the exportable record.
The platform we build on does not state that third-party connections, including EHR connectors, are inside its HIPAA module coverage. We treat every integration as outside the BAA boundary until the provider confirms otherwise in writing, and we do not route patient information through one on assumption. Your agreement with your EHR vendor covers the record once it is there.
Contact details, language preference, inquiry source, the messaging consent record with timestamp and text version, appointment details, and the intake form answers, in one structured export. Nothing has to be re-typed from a text thread.
The intake history, the reminder and reactivation sequences, and the minimum the system needs to run them. The clinical record lives in your EHR. Retention on messages, recordings, and transcripts is a setting we agree with you at onboarding.
Tell us which system is on the other side.
Book a 30-minute consultation, name your EHR, and get a plain answer on what moves, what does not, and what it costs, before you sign anything.