Leaving Your Old Chiropractic Software: Notice Windows, Data Exports, and a Clean Cutover

You may already know which chiropractic software you want next.

The part that slows everything down is usually not choosing the new system. It is figuring out when you can leave the old one, what data will move, and how to keep scheduling and billing steady during the change.

A clean transition starts with the exit mechanics.

At a Glance

What should you do before cancelling your current chiropractic software?

Check your contract term, renewal date, and notice window before scheduling a migration. Then confirm exactly which records can be moved, export everything else, and keep the original files in a secure archive controlled by your practice.

What does Turncloud migrate?

Turncloud migrates patient demographics, insurance details including group and member IDs, insurance balances, patient balances, and employer information. Everything else (including visit history, SOAP notes, charts, attachments, past appointment history, and full billing ledgers) must be exported from your old system and archived by the practice.

How can you avoid a messy cutover?

Choose a clear go-live date, move future appointments ahead of time, and decide how open claims and old balances will be handled. Keep your old system available for reference while your team uses Turncloud for all new activity.

1. Check the Contract Before You Do Anything Else

The first step is not exporting data.

It is finding your contract.

Pull out your original agreement, order form, renewal notice, and any amendments. Look for:

• The current contract start and end dates
• The renewal date
• The required cancellation notice window
• The approved method for submitting notice
• Any requirements for continued access after cancellation
• The process for requesting data exports

Leaving ChiroTouch

ChiroTouch uses an annual contract with an annual renewal. In practical terms, missing the notice window can result in another full-year commitment.

That means your switch should be planned around the renewal date, not around the date you first decide to leave. Review the current ChiroTouch pricing and plan information alongside your signed agreement, then confirm the exact deadline directly with the vendor.

Do not rely on a verbal conversation. Send your non-renewal notice in writing and ask for written confirmation that:

1. The cancellation was received.
2. Your service remains active through the paid term.
3. You will retain access long enough to complete your exports.
4. Your account will not renew.

Set your own reminder before the official deadline. A missed notice window can affect the entire migration schedule.

2. Know What Will Move, and What Will Not

This is the point where clear expectations matter most.

Turncloud only migrates:

• Patient demographics
• Insurance details, including group and member IDs
• Insurance balances
• Patient balances
• Employer information

Everything else must be exported from the old system and archived by the practice.

That includes:

• Visit history
• SOAP notes
• Charts
• Attachments
• Past appointment history
• Full billing ledgers

This is not a reason to delay your move. It is a reason to make a deliberate archive plan before access to the old platform ends.

Your practice keeps access to the old data through its own archived exports. Store those files in a secure, access-controlled location, and make sure the appropriate people know how to retrieve them.

A simple data inventory can help. Create a spreadsheet with columns for:

• Data category
• Export format
• Export date
• Location of the archived file
• Person responsible for reviewing it
• Retention or access notes

You do not need to make every historic record look like a current, active chart in the new system. The goal is to preserve the information your practice needs and make it available when required.

3. Export and Archive While You Still Have Access

Do not wait until the last day of your contract.

Exporting can take longer than expected, especially when records include attachments, scanned documents, historical notes, or billing activity. Some systems separate clinical records from financial records, so you may need more than one export.

Request the following from your old vendor or system:

• Patient record exports
• Clinical notes and chart history
• Attachments and scanned documents
• Past appointments
• Appointment history and schedule reports
• Full patient ledgers
• Claims and payment reports
• Adjustments and write-offs
• Open accounts receivable
• Insurance reports
• Employer information
• User and provider records, if useful for your internal archive

Ask which file formats will be provided. CSV, PDF, spreadsheet, and report exports may all be part of your archive.

Then verify the files before cancelling access. Open a sample of each file type. Confirm that the documents are readable and that they contain the information your office expects.

For clinical records, review a few patients with different histories. For billing, check patients with balances, payments, insurance activity, and open claims.

Keep at least two secure copies of the archive if your internal policies allow it. Do not leave the only copy on one workstation or in an ordinary email inbox.

Leaving Jane App

Jane’s pricing page explains that its insurance billing features include ClaimMD clearinghouse integration, but the clearinghouse account is not included in the Jane subscription. For an insurance-based practice, plan for ClaimMD at approximately $120 per month, potentially discounted, and confirm the current amount before making your final budget.

Jane also lists the insurance billing add-on at $20 per month, plus $5 per additional full-time practitioner. Those costs matter during the exit process because insurance balances, claims, payments, and ledgers need to be archived locally before you leave. Review the current details on the Jane App pricing page.

The practical lesson is simple: do not cancel the tools connected to your insurance workflow until you have exported the records needed to finish old claims and reconcile outstanding balances.

4. Understand Timing Differences Between Vendors

Not every platform creates the same timing problem.

ChiroFusion offers both Essentials and Complete plans in annual and monthly options. The current ChiroFusion pricing page lists:

• Essentials annual: $129 per month, billed monthly with a 12-month commitment
• Complete annual: $299 per month, billed monthly with a 12-month commitment
• Essentials monthly: $149 per month, with no long-term commitment
• Complete monthly: $329 per month, with no long-term commitment

The monthly plans can make the timing question easier because the practice is not planning around the same kind of annual commitment. Even so, this is exactly where it helps to slow down and check your own signed agreement. ChiroFusion’s pricing page says annual plans auto-renew unless they are cancelled at least 30 days before the renewal date, and that is a good reminder not to assume your timing is simple just because you prefer a monthly option.

Pricing also affects the migration decision. Competitors may charge per-provider fees and add numerous costs for services such as insurance billing, texting, intake, clearinghouse access, or advanced tools. ChiroFusion’s pricing page lists additional providers at $49 per month each, while Jane charges for additional full-time practitioners and adds insurance billing costs.

That does not mean a lower base price is always a better fit. It means you should compare the complete monthly cost, the contract term, and the cost of keeping historical data accessible.

Turncloud keeps this simpler with Essential at $99 per month and Automation Package at $149 per month. Both plans include unlimited providers in the same office, so there is no per-provider fee stacking.

5. Build a Cutover Week That Protects the Schedule

Your cutover week should have one clear rule:

After the go-live date, all new activity happens in the new system.

That includes:

• New patient records
• Future appointments
• Appointment changes
• New notes
• New charges
• Payments
• Claims
• Patient messages

Before go-live, move or confirm future appointments. Review the schedule for recurring visits, provider assignments, appointment types, and special instructions.

Decide how your team will handle appointments that were booked in the old system but occur after the cutover. If those appointments are not moved, staff may be forced to check two calendars during the busiest part of the day.

A practical cutover plan might look like this:

One to two weeks before go-live

• Confirm the cancellation and renewal details.
• Complete the old-system exports.
• Review the archive.
• Move future appointments.
• Confirm patient and insurance data in Turncloud.
• Assign staff roles for scheduling, notes, and billing.
• Decide how open claims will be tracked.

The final business day

• Finish all new activity in the old system by an agreed cutoff time.
• Export any last-minute changes.
• Record open claims and unresolved balances.
• Make sure staff know which system is now the source of truth.

The first week

• Use Turncloud for all new appointments, notes, charges, and payments.
• Keep the old system available for historical reference.
• Review the schedule each morning.
• Check balances and claims at the end of each day.
• Write down questions so your team can resolve them together.

Avoid running both systems as active systems for an extended period. A short reference period is helpful. Duplicating every action in both platforms creates confusion and makes reconciliation harder.

6. Protect the Billing Handoff

Billing deserves its own cutover checklist.

Before leaving the old platform, identify:

• Claims that have not been submitted
• Claims waiting for payer responses
• Claims requiring corrections
• Patient balances
• Insurance balances
• Credit balances
• Open payment plans
• Unposted payments
• Recent denials
• Outstanding statements

Export the reports your biller needs to finish legacy work. Keep a simple tracker that shows the patient, claim status, balance, next action, and responsible person.

Your new system should handle new billing activity after go-live. The old system may still be needed for follow-up on claims created before the transition.

This separation helps prevent a common problem: staff are unsure whether a balance belongs in the old ledger or the new one.

7. Use Migration Support, Not Guesswork

Turncloud implementation typically takes days when the practice is ready and the source data is organized. The exact timing depends on your exports, patient volume, billing workflow, and cutover plan.

Migration support is backed by more than 30 years of chiropractic software development experience. That means your team can ask practical questions about chiropractic workflows, not just generic software setup.

You also receive unlimited U.S.-based support after go-live. That matters during the first week, when a question about a balance, schedule, or workflow can otherwise become a major interruption.

For more background, see Turncloud’s guide to switching EHRs without the headache.

A Clean Exit Is a Planned Exit

Leaving old chiropractic software does not have to mean abandoning your records or disrupting your office.

Start with the contract. Confirm the notice window. Export the records that will not move. Archive them securely while you still have access. Then choose a cutover date that gives your staff one clear system to use.

Turncloud keeps the active migration simple, supports implementation in days, and gives your practice a predictable, affordable option with unlimited providers in the same office.

Schedule a Turncloud demo to talk through your timeline, data boundaries, and cutover plan.