What Actually Moves in a ChiroTouch Patient File Transfer

Practices that operate more than one ChiroTouch database—whether that means a second location, a satellite clinic, or a temporary overflow setup—sometimes need to move a single patient's record from one server to another. The Patient File Transfer button on the Front Desk's Patient Information screen was built for exactly that scenario. You select the patient, choose which data categories to include, and ChiroTouch bundles everything into a folder on your server machine that can then be handed off to the receiving practice. It is a one-patient-at-a-time process, so it is best suited for referrals between affiliated offices rather than mass migrations.

When the export completes, the bundle contains the patient's front-desk demographics, patient notes, treatment notes, and any patient records stored in the electronic file cabinet—videos, photographs, X-ray images, and scanned documents. The receiving office imports that folder into its own ChiroTouch database, and the patient appears in its patient list with the attached clinical documentation and files intact. For a doctor who is taking over a patient mid-treatment at a neighboring location, that means the new provider can see the same photos and progress notes the previous provider captured, without re-keying anything by hand.

What the bundle does not include is just as important to understand before you hand a folder across the counter. Chart notes, diagnoses, charges, the ledger, insurance information, and appointment history are all excluded from the Patient File Transfer export. If the receiving practice needs billing continuity or the full diagnostic history, those elements have to be communicated through a separate channel—a printed summary, a referral letter, or a direct conversation between the two offices. Building that expectation into your referral workflow prevents a new provider from logging in and wondering where the diagnosis codes went.

Both the sending and receiving offices need a small piece of setup before the feature is available. ChiroTouch technical support configures the installation so the Patient File Transfer button appears on the Patient Information screen and so the transfer folder has a known, accessible destination on the server—typically a path under the PSChiro\Database directory. When the export finishes, the confirmation dialog displays a username (your practice's License ID) and a one-time password. The receiving office enters those credentials during the import step to authenticate the transfer. Without that exchange, the import screen will not proceed, so it is worth confirming with your ChiroTouch support contact that both sides have completed their configuration before scheduling the transfer.

A practical tip for office managers: after the export dialog closes, open a file-explorer window on the server and verify that a new directory has appeared in the transfer folder. The folder name matches your License ID, and it is the item you physically or digitally pass to the other facility. Keep a short internal checklist—confirm the patient name, confirm the credential pair was noted, confirm the receiving office's transfer folder is ready—so the handoff takes two minutes instead of twenty. For practices that make these transfers regularly, that small routine saves both the front desk and the receiving provider from chasing a missing file or a blank import screen at the worst possible moment in the clinic day.

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