Organizing Client Records for Bulk Upload

If you have existing client documents, such as progress notes, intake paperwork, scanned paper files, or files not included in an automated EHR export, you can organize them into folders for bulk import into Sessions Health. Following this standardized folder structure ensures that files are uploaded accurately to the correct client charts.

In this article:

• Video Tutorial
• Step 1: Create Your Client Folders
• Step 2: Compress Your Folders into a ZIP File
• Step 3: Upload Your ZIP File to Internal Files
• Step 4: Notify Support
• Alternative Option: Manual Chart Uploads
• Frequently Asked Questions
• Related Resources

Video Tutorial

Watch this video tutorial to learn how to organize, compress, and securely upload your client records for bulk import into Sessions Health.

Step 1: Create Your Client Folders

To prepare your files for import, set up individual folders on your computer for each client.

1. Create a new folder for each client on your computer.
2. Name each folder exactly as the client’s name appears (or will appear) in Sessions Health to prevent duplicate records.
3. Place all documents for that client, such as PDFs, assessments, or progress notes, directly inside their dedicated folder.

Step 2: Compress Your Folders into a ZIP File

Once your client folders are created and contain each client's files, combine them into a single compressed file for each assigned practitioner.

On Mac

Highlight all your client folders, right-click, and choose Compress. Your macOS will automatically create a single .zip file. Rename your file to match the assigned practitioner's name.

On Windows

Highlight all your client folders, right-click, hover over Compress to, and choose ZIP File. Your PC will automatically create a single .zip file. Rename your file to match the assigned practitioner's name.

Step 3: Upload Your ZIP File to Internal Files

After compressing your files, upload the .zip file directly to the secure Internal Files area in your account. Storing data here ensures your transfers remain encrypted and fully HIPAA-compliant.

1. Navigate to Forms & Documents.
2. Select the Internal Files tab.
3. Choose Add in the upper-right corner.
4. Drag your .zip file into the window or choose the file from your device, then select Upload File (or Upload [X] Files).
5. Select Done after the upload is complete.

Step 4: Notify Support

Uploading a file to Internal Files stores it securely in your account, and notifying our team prompts us to begin the import process.

1. Send an email to support@sessionshealth.com stating that your .zip file is uploaded to Internal Files and ready for import.
2. Include any relevant context, such as practitioner assignments or specific file notes.
3. Wait for confirmation from our team once the import is complete.

Alternative Option: Manual Chart Uploads

If you only have a few documents for select clients, you do not need to request a bulk import. You can manually attach files directly to an individual chart at any time.

1. Open the client’s profile in Sessions Health.
2. Locate the right-hand side menu and select Files.
3. Choose Upload to add documents directly to that chart.

Frequently Asked Questions

How should I name the individual files inside each client folder?

You can name individual files using whichever format works best for your practice. Our team uses the parent folder name to identify which client chart receives those files.

Can I email my .zip file directly to Support?

No. Standard email is not a secure method for transmitting protected health information (PHI). Always upload files through the Internal Files tab inside Sessions Health.

Do I need to password-protect my .zip file?

No. As long as you upload your .zip file directly into Internal Files inside Sessions Health, your data is fully encrypted and HIPAA-compliant. You do not need to set a password on your manual .zip file.

How long does a bulk document import take?

Most document imports are completed within 1 to 3 business days after you notify Support that your file is uploaded.

Related Resources

For other helpful resources, you can check out our Help Center:

• Importing Your Data into Sessions Health From a Different EHR
• Storing Internal Files
• Manage Client Information