How ChiroTouch's Patient File Transfer Works in Practice

Not every data-movement scenario in a chiropractic practice is a full system migration. Sometimes a single patient needs to move from one ChiroTouch database to another—perhaps after a practice merger, a location change, or a referral arrangement between affiliated clinics. ChiroTouch includes a built-in Patient File Transfer feature on the Front Desk's Patient Information screen that bundles a single patient's data into a folder you can send to another server and import there. The key word is single: each export action handles one patient at a time, so if you are moving a roster of 200 patients, you will be running the process 200 times. Understanding that constraint early helps you budget staff time and set realistic expectations for the receiving office.

What actually travels in that bundled folder is worth reviewing before you hit Export. The feature pulls together the patient's demographic information as displayed in Front Desk, their patient notes, treatment notes, and attached records such as videos, photos, X-rays, and documents. What it does not include is chart notes, diagnoses, charges, the ledger, insurance information, or appointment history. That distinction matters when you are advising a colleague at the receiving practice: they will be importing a clinical and documentary snapshot, not a billing or scheduling record. If those elements are critical to the transfer, you will need a separate process—ChiroTouch's full data export, which their support team can perform for a fee, or a manual pull of appointment and billing reports from the Analytics dashboard.

Before your front desk team can even see the Patient File Transfer button, ChiroTouch technical support must configure your installation so the button appears and so the transfer process has a valid local destination folder on your server machine. The default path discussed in ChiroTouch's own documentation is C:\Program Files (x86)\PSChiro\Database\Patient_File_Transfer, and the exported folder is named using your practice's License ID. The receiving office must have the identical configuration in place before they can import. Once the export completes, the confirmation dialog gives you a username (your License ID) and a password; both are required at the destination for the import login. Treat that credential pair the way you would any access token—share it only with the specific person at the receiving practice who will run the import, and do not paste it into an email thread that five other people can see.

This feature is one thread in a larger ChiroTouch backup and continuity strategy that every practice owner should be thinking about. Knowing exactly which data elements are portable through the file-transfer tool—and which are not—gives you a clearer picture of what a true off-site backup must capture. Your office manager should document, at a minimum, the folder structure you use in the Records screen (where you can set default sub-folders for every new patient via the FOLDERS directory on the server), the naming conventions your staff follows for uploaded documents, and the list of data categories that require a separate export path. When a hardware failure, a practice sale, or an unexpected relocation hits, that written record turns a panicked scramble into a checklist. Pair it with a regular cadence of verifying that your ChiroTouch backup files are restorable, and you have a data-continuity plan that protects both your patients' records and the operational rhythm your front desk team depends on every day.

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