Switching
Move to ABACare without a rebuild.
Bring your clients and authorizations in from a spreadsheet you can check row by row. An eligible clinic can also upload a CentralReach export after its BAA is signed, review the import results, and confirm the import only when it is ready. Your data stays yours the whole way.
What you can bring today.
Two paths exist. There is no dedicated importer for Motivity, Rethink, Catalyst or Hi Rasmus: that is not yet something you can run yourself, and their reports can only be reshaped into the client CSV, which carries clients and authorizations only.
| Source | What comes in | How it is checked | Where it stands |
|---|---|---|---|
| Client CSV, from any system or a spreadsheet | Clients with payer and member ID, and optionally one authorization each: number, units, start and end dates, CPT codes. Up to 500 rows and 5 MB a file. | Every row is validated first. You read the row errors, then confirm once. Nothing is created until you confirm. | Built and tested. Turned on per workspace, so ask us when you start. |
| CentralReach export bundle (.zip or .csv) | An admin or owner uploads the bundle, up to 50 MB, after the BAA is signed. It can bring in clients, match staff to existing active clinic accounts, and import authorizations, programs, sessions and claims. | ABACare checks source fields and dependencies, shows findings and a count summary, and asks a person to resolve blockers and confirm the import. | Available for eligible clinics. Nothing writes to live records until an admin or owner confirms a ready import. |
Checked against the ABACare import code on 9 October 2026.
What comes in, and what does not.
- Clients. First and last name, date of birth, payer, member ID and diagnosis code. Payer must match a payer already active in your workspace, by name or by payer ID number.
- Authorizations. Authorization number, authorized units, start and end dates and the CPT codes. The codes accepted are the ABA set: 97151 to 97158, 99366, 0362T and 0373T.
- Not in the client CSV. The client CSV does not include staff, schedules, session notes, goals or claim history. A CentralReach run can match staff to existing active clinic accounts and bring in programs, sessions and claims when each source row passes its checks. It never creates staff accounts or access.
- Never pulled for you. ABACare has no live connection to another vendor's system. You run the export and you choose what to bring.
CSV templates.
Both files are made from the importer's own column list, so the headers match what it expects.
The template has the header row only, exactly as the product's own download. The example adds two made-up clients, one with an authorization and one without. Replace the payer in the example with a payer name as it appears in your ABACare payer list, or that row will be reported as an error. For a self-serve CSV import, do not put real client data in a file until the workspace has a signed BAA and verified active Type-2 organization NPI.
See what would change before it does.
The check comes first, and you decide after you have seen it.
For the client CSV, the check is the row results. Each row is marked valid or not, with the reason in plain words, and you can download the failed rows as a file. Only after you confirm are clients and authorizations created, and each client created is written to the audit log.
How a switch goes.
In this order. Each step is finished before the next one starts.
Open a sandbox
Start free opens a workspace on synthetic data. Look around, and try the example CSV, before anything real moves.
Sign the BAA
The setup checklist puts the BAA before the import step, because an export holds client data. For self-serve real data, a verified active Type-2 organization NPI is also required.
Import and check
Upload the client CSV and read the row errors, or upload the CentralReach bundle and check it. Fix the source and try again when the checks identify a problem.
Review the result
For a CSV, that is the row results you confirm. For CentralReach, review the import results, findings, dependencies and report; clear blockers before an admin or owner confirms the import.
Go live
Add your payers, invite the team and finish the go-live review. The checklist shows what is left. No duration is promised: it depends on how clean your export is.
What a person does, and what the product does.
| Part | You | ABACare |
|---|---|---|
| Export | Run the export in the old system and choose what to bring. | Nothing. It does not reach into your old system. |
| Check the file | Match payer names to your ABACare payer list and read the row errors. | Validates every row: required columns, dates, units, CPT codes, duplicate member IDs and the payer match. |
| Confirm | Confirm once, on the rows that passed. | Creates the clients and authorizations and writes an audit entry for each client. |
| Fix what failed | Correct the source file and upload the corrected rows as a new file. | Lists each failed row with its reason and gives you the reasons as a file you can work from. |
| Cut over | Choose the date. Sessions before it stay in the old system, sessions after it go in ABACare. | Shows what is left to finish before go-live. |
Your data stays yours.
Claims, authorizations and session notes can be exported from your workspace as a CSV or a PDF. Each export is recorded in the audit log, and the download link is short-lived. Like the import, export is turned on per workspace.
Importing never changes anything in your old system. Keep it as it is until the claims and appeals that depend on it are closed.
Switching checklist: what to export.
Plain guidance for any move between systems. It does not depend on which one you are leaving.
- Active clients first. Start with the clients you see now. History can stay in the old system.
- Authorizations in full. Number, authorized units, start and end dates and the CPT codes, one line per authorization.
- Payer names as you bill them. And member IDs. A payer spelled two ways in the file becomes two errors.
- A staff list for reference. Roles and credential numbers. The client CSV does not carry it, but you will want it to invite the team.
- Open claims and denials. As a report, so nothing in flight is forgotten on the day you cut over.
- Unsigned and unbilled sessions. Finish them in the old system before the cutover date, so each one is billed from one place.
Switching checklist: what to keep.
- The old system, read-only. For as long as open claims, appeals and audits point at it.
- The export files, in one place. Somewhere your BAA covers. Delete copies from laptops and email once the import is checked.
- The cutover date, written down. One date that everyone on the team knows: sessions before it, there. Sessions after it, here.
Switching checklist: what to check after.
- The count. Clients created equals clients you meant to bring.
- Five authorizations against the payer letter. Units and dates, line by line.
- The next expiries. Open the authorizations ending soonest and check that the dates are the real ones.
- One session, end to end. From capture to a released or held claim, with someone watching.
- Every person, in their own role. Each one signs in and sees only what their seat should see.
Questions about switching.
- Do you import from Motivity, Rethink, Catalyst or Hi Rasmus?
- Not yet. There is no importer for them. If you can get a client and authorization report out, it can be reshaped into the client CSV.
- Can I try an import before I use real data?
- Yes. The sandbox runs on synthetic data, and the example CSV is made up. Self-serve real client data waits for a signed BAA and verified active Type-2 organization NPI.
- How large can a file be?
- The client CSV takes up to 500 rows and 5 MB. A CentralReach bundle can be up to 50 MB. For anything larger, book a migration call.
- What happens to a row that fails?
- It is listed with the reason and left out. The rows that passed can still be confirmed. Download the failed rows, fix them in your file and upload them again.
- Does the import change my old system?
- No. ABACare has no connection to it, so nothing there is touched.
- Can I take my data back out?
- Claims, authorizations and session notes can be exported as CSV or PDF, and each export is audited.