Move from Aesthetic Nurse Software to Clinicify

If your clinic uses Aesthetic Nurse Software (ANS), the ANS migration tool brings your treatments and patients across into Clinicify. You do it in two steps, treatments first and then patients, and you see everything in a preview before anything is imported. It’s included in every plan at no extra cost.

Before you start

• The clinic owner or a clinic admin can use the migration tool.
• For treatments, you need your ANS online booking link.
• For patients, you need the patient export from ANS, saved as a CSV file.

To open the tool, open the account menu at the bottom of the left sidebar, select Clinic settings, then under Migration tools select Aesthetic Nurse Software.

Step 1: Import your treatments

Clinicify reads your treatments straight from your ANS online booking page, so you don’t need an export or a file for this step.

1. Under 1. Treatments, select Import treatments.
2. Paste your ANS online booking link. This is the address of the page your patients book on, and it looks like https://portal.aestheticnursesoftware.com/book-online/1234.
3. Select Get treatments.
4. Check the preview. Every treatment is listed, with notes on anything that needs a look.
5. Select Import followed by the number of treatments, for example Import 24 types.

Each treatment becomes an appointment type in Clinicify. For each one, Clinicify brings across:

• the name
• the category, taken from the treatment’s section in ANS
• the description
• the duration
• the price
• how much the patient pays when they book online, as a booking fee (where you take the full price at booking, the booking fee equals the price)
• the repeat interval, where ANS has one in months, converted to weeks for rebooking reminders

The notes in the preview tell you where something was changed on the way in. For example:

• a “from” price in ANS is imported at its base price
• a treatment with a different price for each practitioner is imported at the base price
• a treatment no practitioner offers in ANS is imported switched off

A treatment whose name you already have in Clinicify is skipped, so running the import again won’t create duplicates. You can import up to 500 treatments at a time.

Practitioner-specific prices, colours and minimum ages aren’t carried over. ANS doesn’t mark treatments as aesthetic or VAT-exempt, so set those afterwards in Clinic settings > Scheduling > Appointment types. See Create and manage appointment types.

Step 2: Import your patients

1. Under 2. Patients, select Import patients.
2. Drag the patient export from ANS (a CSV file) onto the upload area, or select it to browse for the file.
3. Check the preview.
4. Select Import followed by the number of patients, for example Import 120 patients.

Clinicify reads each patient’s first name, surname, date of birth, telephone and email address.

• Only the email address is required, because patients sign in to the Clinicify patient portal with their email.
• A telephone number that isn’t a UK mobile, such as a landline, is left off. The patient still imports.
• Patients without an email address can’t be imported.
• A patient whose email address is already on your patient list is skipped, not duplicated.
• You can import up to 1,000 patients per file. For a larger export, split it into several files.

After the preview, select Download rows to follow up (the button shows how many) to get a list of every row that needs following up: rows that were skipped, and rows imported with a note. The list is created on your own computer, so nobody is lost.

What doesn’t come across

The migration tool moves treatments and patients only. It doesn’t move:

• appointment history
• consent forms
• clinical notes
• treatment records
• photos

Questions

Is it safe to run the import again?

Yes. A treatment whose name you already have is skipped, and so is a patient whose email address is already on your list.

Will my patients be emailed?

No. Importing doesn’t send patients an email or an invitation.

What if a patient has no email address?

They can’t be imported, but they’re included in the follow-up list you can download after the preview, so you can contact them and add them later.

Does it cost anything?

No. The migration tool is included at no extra cost.

Can I move from a different system?

Yes. Clinicify’s appointment type and patient imports accept CSV exports from other systems. See Import appointment types from a spreadsheet and Import patients from a spreadsheet.