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Migrating from PracSuite to Praxi

This guide walks a PracSuite-using practice through a complete cutover to Praxi. It is grounded in PracSuite's published export formats + REST API, and calls out the export limitations PracSuite documents publicly so you can plan around them before cutover.

NDIS Positive Behaviour Support (PBS) shops have a dedicated section at the bottom — PBS workflows are not native to PracSuite, so a small amount of post-import rebuild is needed to unlock Praxi's monthly RP reporting and Stage 2 audit-export tooling.

Who can run a PracSuite migration​

  • Practice Owner
  • Practice Manager (email hey@praxi.au to enable NDIS audit-bundle access after cutover)

You will need:

  • Administrator access to your PracSuite account (to run all exports)
  • An active Praxi account
  • ~1 hour for a single-practitioner practice; ~2-4 hours for 5+ practitioners
  • A planned cutover window (recommend after end-of-day reconciliation)

What gets migrated​

DataStatus
Patients (full demographics, Medicare/DVA/HICAPS/IHI, NDIS plan)✅ Full
Appointments (last 24 months)✅ Full
InvoicesOff by default — enable in the wizard
Payments + outstanding balancesOff by default — enable in the wizard
Practitioners (AHPRA + provider numbers)✅ Full
Locations + service items✅ Full
Clinical notes (PDF or merged CSV)✅ Imported as participant documents
Custom forms (.psft)⚠️ Imported as documents only — rebuild in Praxi
Treatment plans (NDIS budgets)⚠️ Per-line-item budgets imported as notes
NDIS bulk export (PACE-ready CSV)✅ Full
Patient Files tab attachments✅ Full
Tags / labels / alerts✅ Full
Acceptance, privacy, treatment consent dates✅ Full (added 2026-04-30)

What PracSuite does NOT export​

PracSuite's standard export omits the following — these cannot be migrated:

  • Appointment statuses are flattened. All past appointments export with status Completed; future appointments as Booked. Original Patient Arrived, Confirmed, Cancelled, No Show statuses are not preserved.
  • Appointments older than 24 months are not in the standard export. If you need older history, request a one-off historical extract from Smartsoft support before cutover; Praxi can ingest it later under the same participant.
  • SMS history is not in the data export. If SMS evidence is needed for audit, export the per-patient Messages tab to Excel separately and Praxi will store the file as a participant attachment.
  • Medicare / DVA online claim history (claim submissions, rejections, resubmissions) is not exported. Reconcile outstanding claims in PracSuite before cutover.
  • Refunds and original payment methods are not exported.
  • Specialist referrals, quotations, and waiting lists are not exported.

These are PracSuite's published limitations, not Praxi's. They affect migration to any destination platform.

Step 1 — Reconcile and freeze in PracSuite​

  1. Run end-of-day reconciliation in PracSuite (Reports → Daily Summary).
  2. Process any pending HICAPS settlements through your terminal — PracSuite cannot integrate with HICAPS terminals, so unsettled claims live on the terminal locally and won't appear in any export.
  3. Submit and resolve any outstanding Medicare / DVA claims through your existing path (Medipass etc.). Praxi takes over Medicare claiming via Tyro Health Online from cutover onward.
  4. Schedule a 30-minute "no new bookings" window for the cutover.

Step 2 — Run the PracSuite exports​

PracSuite ships data in two files:

  1. Data CSV — Reports menu → Patient List Report → Export to CSV. Tick every available column (no field-count limit on export).
  2. Clinical notes — Clinical note timeline → Export icon → choose date range → PDF export. For multiple practitioners, run this once per practitioner.

For NDIS practices, also run:

  1. NDIS Bulk Export Report — Reports → Integrations → NDIS Bulk Export. Filter to all dates + all items. Praxi will use this to seed the participant ledger so PACE claims continue uninterrupted post-cutover.

For practices using PracSuite's Messages feature:

  1. Per-patient Messages tab — Patient → Files → Export. This produces an Excel file of SMS / email / memo history.

Step 3 — Run the appointment + invoice exports​

  1. Appointment report — Reports → Appointment Report → Export to CSV. Date range: 24 months back to 12 months forward.
  2. Billing report — Reports → Billing → Detailed Billing → Export to CSV.

Step 4 — Bundle and upload​

Place all exports in a single folder:

pracsuite-export/
  patient-list.csv
  appointments.csv
  billing-detailed.csv
  ndis-bulk-export.csv
  clinical-notes-{practitioner}.pdf
  messages-export.xlsx (optional)
  attachments/
    {patient-id}/
      ...

Upload the folder via Praxi → Settings → Data Migrations → Start Import Wizard → PracSuite. Praxi auto-detects the source system from the column headers (Medicare No + Reference No is the strongest tell).

Step 5 — Review the AI-mapped fields​

Praxi's import wizard runs an AI column mapper across the data CSV and shows you a confidence score per column. Review especially:

  • WorkCover / TAC fields — Praxi maps these to participant notes pending a dedicated workCoverInsurer schema field. Verify the participants who will continue to bill WorkCover post-cutover have the insurer captured cleanly.
  • NDIS plan dates + management type — verify against the NDIS Bulk Export.
  • Custom field values — anything PracSuite captured as a custom form field is imported as a clinical-note text blob. Rebuild the form in Praxi if you need structured reporting on those fields.

Step 6 — Post-cutover verification​

Run these checks in Praxi:

  • The import wizard runs automatic data health checks and shows a validation summary before go-live
  • Spot-check 20 random participants: demographics, NDIS plan, last 5 appointments
  • Reconcile total invoice value against the PracSuite billing report
  • Send a single test SMS reminder to confirm communications are routed
  • Generate an NDIS PACE export against the new month and confirm the file format passes NDIA validation

NDIS Positive Behaviour Support (PBS) practices​

PracSuite has no native module for Behaviour Support Plans, FBAs, the Restrictive Practices Register, or monthly RP reports. PBS shops typically store these in PracSuite as:

  • Clinical notes (text blobs)
  • Custom form templates (proprietary .psft format that does not export as CSV)
  • Document uploads to the Files tab

On migration day, these become participant documents in Praxi. You don't lose the content, but the structured PBS workflows (monthly RP report auto-generation, BSP quality scoring, audit-export bundles) need a small rebuild step.

Post-migration PBS rebuild (~1-2 days)​

For each active participant with a current BSP:

  1. Open the participant in Praxi → Behaviour Support → New BSP.
  2. Use the "Import from document" action to attach the PracSuite-era BSP PDF; Praxi's AI will extract the goals, antecedent strategies, replacement behaviours, and reactive strategies as a draft.
  3. Review and approve the draft. Once approved, the BSP becomes the structured record that drives:
    • Monthly RP report auto-generation
    • Stage 2 audit-export bundling
    • Senior Practitioner submission packets (where required)
    • Practitioner capability gating (Specialist required for chemical RPs, Proficient+ for BSP sign-off)

For each active restrictive practice authorisation:

  1. Behaviour Support → Restrictive Practices → New.
  2. Capture the authorising body (Senior Practitioner DFFH, RPA Panel DCJ, QCAT, etc.) and reference number from the PracSuite document.
  3. Set the state-specific authorisation expiry; Praxi will alert you 60 days before expiry.

State-specific retention​

Praxi captures restrictive-practice records under per-state retention rules (VIC defaults to 10 years, others to 7). Override per organisation under Settings → NDIS → Restrictive practice retention overrides. Verify with your legal counsel before deviating from the defaults.

After cutover — automate ongoing claims​

Praxi's PACE export job runs on demand or on schedule. Configure it under Settings → NDIS with your NDIS provider number, supplementary modules, and Senior Practitioner contact. Tyro Health Online + HICAPS Digital Claims both ship as native integrations — no manual terminal entry, unlike PracSuite.

If you would like an automated PracSuite → Praxi sync (rather than a one-off cutover), Praxi can pursue PracSuite's REST API (docs.api.pracsuite.com) which uses dual-key authentication (vendor key from Smartsoft + per-clinic account key). Contact Praxi support to scope.

Help​