The complete guide to switching
your practice to Grove.

Most practice management platforms were built around one core feature — scheduling or clinical notes — and bolted everything else on later. The result is software that does many things adequately but nothing exceptionally.

Grove is built from the ground up as an operating system. Every module — scheduling, records, results, billing, commerce, messaging — is designed to talk to every other module. A patient books online, their intake form is sent automatically, their records are pre-loaded before their visit, their test results are flagged and notified with a timestamped audit trail, their invoice is auto-generated, and their recall campaign fires 6 months later. No human intervention required at any step.

Specific gaps in competitors that Grove fills:

• vs Jane App: Grove works in four countries (Jane is Canada-only). Grove has a commerce layer for memberships and packages. Grove has built-in Patient Notified tracking for results. Grove has a free plan.
• vs OSCAR EMR: OSCAR is a clinical EMR with no modern patient-facing tools. Grove adds online booking, a patient portal, payment processing, membership commerce, and marketing automation — all PIPEDA compliant.
• vs SimplePractice: SimplePractice is US-only and built primarily for mental health. Grove supports four countries, all healthcare specialties, and includes insurance billing that SimplePractice only partially supports.

Grove Free is a permanent free plan with no time limit and no credit card required. There is no catch. We offer it because practitioners who build their practice on Grove early are far more likely to stay as they grow — and far less likely to switch to a competitor.

The free plan includes:

• 1 provider account
• Up to 25 active patients
• Basic scheduling and online booking
• Patient portal (appointment viewing)
• Secure patient messaging
• HIPAA / PIPEDA / UK GDPR / APPs compliance
• BAA signed at signup — even on the free plan

What the free plan doesn't include: full patient records, test result management, automated reminders, billing, commerce, or marketing automation. Those are paid features starting at $149/month.

Transfers completely (100%): Patient demographics, appointment history (all time), billing records, payment history, provider attribution, service types.

Transfers at 95%: Clinical notes (SOAP notes, treatment notes, internal notes — some formatting may adjust). Attached documents and PDFs. Insurance records.

Transfers at 80%: Completed intake form responses (data transfers, custom form layouts are recreated in Grove's form builder). Consent form records.

Recreated with your input: Custom note templates, custom intake form layouts, recurring schedule configurations, room/resource names.

For family medicine practices using OSCAR in a hospital or multi-physician group setting with complex clinical workflows, OSCAR's depth in clinical documentation is not something Grove is designed to fully replicate at this stage.

For independent practices using OSCAR primarily for scheduling, patient records, and billing — Grove is a full replacement with significantly better patient-facing tools, payment processing, and marketing automation that OSCAR does not offer.

If you're an independent family medicine, naturopathic, or allied health practice on OSCAR who is frustrated with its interface, lack of modern tools, or the complexity of maintaining an open-source system — Grove is built for you.

SimplePractice is built for US behavioral health. If you're a Canadian mental health practitioner, a UK therapist, or an Australian counsellor — SimplePractice has significant gaps in your jurisdiction's compliance requirements.

For US therapists currently on SimplePractice, Grove offers:

• Comparable clinical documentation with progress notes and treatment plans
• Better telehealth integration with automated patient reminders
• A commerce layer for selling therapy packages or workshops online
• Marketing automation for re-engaging lapsed clients
• A more competitive price point (SimplePractice starts at $69/month for a feature set Grove includes in its $149 Solo plan)

SimplePractice exports via Account → Settings → Export Your Data. The export takes approximately 10 minutes and uploads directly to Grove Migrate.

Transfer rate from SimplePractice: 92% — the highest of any platform we support.

Yes, with a note. Kareo/Tebra migrations require both a CSV export and temporary read-only API access. The billing reconciliation step is more involved than other platforms due to Kareo's multi-payer claim structure.

Our dedicated Kareo reconciliation module handles ERA/EOB matching, denial history, and aging receivables. The specialist will work through the billing data with you during the review step.

Typical Kareo migration: 3–5 days (vs 24–48 hours for Jane or SimplePractice).

Transfer rate from Kareo/Tebra: 85% — full transfer on demographics, appointments, and payments. Billing history 85% (some complex multi-payer adjustments may need manual recreation).

Grove's migration pipeline decodes Practice Fusion's CCDA (Continuity of Care Document) format natively. This includes the problem list, medication history, allergy records, and immunization history — all of which are stored in CCDA's XML-based structure.

Your specialist requests the CCDA export on your behalf from Practice Fusion (this typically takes 1 business day to process on their end). You don't need to manage the format conversion — we handle it entirely.

Transfer rate: 82%. The lower rate reflects CCDA's inherent limitations — some legacy data fields in older Practice Fusion accounts don't map cleanly to modern schemas. Your specialist will flag these specifically.

Yes. If your current platform can export data in any standard format — CSV, JSON, XML, HL7, or PDF — we can migrate you. Our specialist will assess your export format and give you an honest estimate of the transfer rate before you commit to anything.

Platforms we've successfully migrated that aren't in our official list include: Cliniko, Power Diary, Noterro, Nookal, WriteUpp, Halaxy, Mindbody, Vagaro, Booker, and many custom EHR systems.

If you're on a fully custom or legacy system, contact us directly. We'll assess it and give you a specific migration plan.

Transfers completely on all platforms:

• Patient demographics (name, DOB, contact info, health card / insurance ID)
• Emergency contacts and referring providers
• All appointment history with dates, providers, and service types
• Medication list with dosage and frequency
• Allergy list with severity flags
• Billing history, invoices, and payment records
• Outstanding balances
• Provider profiles and license numbers

Transfers on most platforms (platform-dependent):

• Clinical notes and SOAP notes (95% on Jane, 88% on OSCAR, 80% on Practice Fusion)
• Attached PDFs (lab results, referral letters, imaging reports)
• Insurance claim history and ERA records
• Completed intake form responses (data transfers; form layouts recreated)
• Consent form records and signature dates

Recreated with your input (not auto-transferred):

• Custom note templates (we build them in Grove to match your existing format)
• Custom intake form layouts (content transfers; layout is rebuilt in Grove)
• Recurring appointment series (existing history transfers; new series configured fresh)
• Staff permission sets (recreated to match your existing roles)
• Room and resource names

Before go-live, Grove runs pre and post-migration validation checks: record counts, field completeness, relational integrity (appointments linked to correct patients), and data accuracy spot-checks.

You review a validation report before anything goes live. The report shows record counts for every data category — patients, appointments, notes, billing records, documents — and flags any discrepancies.

If you go live and discover a missing or corrupted record, your specialist resolves it at no charge and your migration cost is refunded. This has happened fewer than 12 times across thousands of migrations — and in every case, the source data had a pre-existing issue in the original export.

Grove maintains a complete point-in-time snapshot of your source data for 30 days after go-live. If within those 30 days you decide Grove isn't right for your practice, we export your data back in the original format and you can return to your previous system.

There is no fee for rollback during the 30-day window. If you're on a paid plan, you're refunded the unused portion.

After 30 days, rollback is still available as a full Grove data export — but we can't guarantee the format will be directly importable into your old system, and we won't have the original staging data.

Every migration is treated as a Protected Health Information (PHI) transfer under HIPAA. Specific protections in place:

• BAA executed before a single byte of your data is touched
• All data encrypted in transit (TLS 1.3) and at rest (AES-256)
• Isolated migration environment — your data never shares infrastructure with another practice's during migration
• Every data access event logged with timestamp, actor, and action
• Migration staging data permanently deleted within 72 hours of go-live confirmation
• You receive a complete migration audit log on go-live day

Grove staff who work on your migration are bound by NDAs and undergo HIPAA training. Access to your migration data is limited to the minimum necessary personnel.

Canadian practice data is stored exclusively in Canadian data centres (AWS ca-central-1, Montreal). This applies to both live data and migration staging data. No Canadian PHI is processed through US infrastructure at any stage.

This satisfies the requirements of PIPEDA and provincial health privacy legislation including PHIPA (Ontario), PHIA (Alberta), HIA (Alberta), PIPA (BC), and equivalent legislation in other provinces.

Yes. For UK practices, Grove operates under UK GDPR and the Data Protection Act 2018. UK patient data is stored in UK/EEA data centres. The patient portal includes UK-specific consent language with explicit opt-in checkboxes, right to erasure requests, and data portability exports.

Patients can exercise the following rights directly through the Grove patient portal:

• Right of access (Subject Access Request) — fulfilled within 30 days
• Right to rectification
• Right to erasure ("right to be forgotten") — subject to legitimate retention grounds
• Right to data portability

Grove's Data Processing Agreement (DPA) is available on request and complies with Article 28 of UK GDPR.

Yes. Grove complies with the Privacy Act 1988 and all 13 Australian Privacy Principles. Australian patient data is stored in Australian data centres (AWS ap-southeast-2, Sydney). The patient portal supports Medicare number as the national health identifier and includes My Health Records Act disclosure language where applicable.

Cross-border data transfer disclosures are included in the patient portal consent flow where data may flow outside Australia for processing (e.g., email notification delivery).

No. There is zero downtime during a Grove migration. Your current software continues to operate normally throughout the entire migration process. We migrate in parallel — Grove is set up with your data in a staging environment, validated, approved by you, and then activated. You flip the switch; your current software doesn't go down.

We recommend the Friday night go-live pattern specifically because it means your practice runs a full normal day with no disruption. Your old software is still accessible for reference during the transition period.

Most front desk staff are independently operational in Grove within 2–4 hours. Clinical staff who need to chart notes typically need 3–5 hours. This is because Grove's interface is designed to be learned in context — everything is where you'd expect it to be.

Your specialist provides role-specific training guides for: front desk (scheduling, patient check-in, payments), clinical staff (charting, results, messaging), and practice owners (analytics, billing, settings).

On go-live day, your specialist is available throughout the business day by phone and email for any question any staff member has in real time.

Migration is free on all Grove plans — including the free plan.

There is no migration fee, no setup fee, and no onboarding fee. The full white-glove migration service (specialist, data ingestion, field mapping, validation, go-live support) is included in your plan subscription. On the free plan, migration of up to 25 patient records is included.

Yes — and we mean it. Grove is built in public with practitioners. Every major feature on our roadmap came from a real conversation with a clinic owner or front desk team member who said "I wish my software could..."

How to submit a feature request:

• Email hello@getgrovemd.com with "Feature Request" in the subject line
• Describe what you're trying to do and what's missing — not just "add X feature" but "I want to be able to Y so that Z"
• We respond personally to every request, usually within 24 hours
• If it's something multiple practices have asked for, it goes to the active build queue

Founding partners get direct roadmap access — a monthly call with the founder where your specific requests are reviewed and prioritized.