Create a Patient List for Import as a Client Administrator

This article will demonstrate the correct format and required information when creating patient lists to be imported.

  1. A spreadsheet program. You can use any spreadsheet program (Microsoft Excel, Google Sheets, etc.) to create these lists.
  2. The first name, last name, and a unique identifier (if you are creating a new patient) for at least one patient.
  3. A Client Administrator account (Access can be granted to you by request).

If ever you are unsure about something or have a suggestion about this article, please contact support at [email protected] and reference the title

Import_Template.csv

1. Enter the field headers

There are specified field formats and positions that need to be followed in order to ensure a successful import. Here are the field headers that you will need to enter in the first row of cells:

  • A1: username
  • B1: portal_user_id
  • C1: email
  • D1: first_name
  • E1: last_name
  • F1: suffix
  • G1: dob
  • H1: sex
  • I1:timezone
  • J1: phone
  • K1: cell
  • L1: address1
  • M1: address2
  • N1: city
  • O1: state
  • P1: zip
  • Q1: country
  • R1: client_identifier
  • S1: primary_client_identifier
  • T1: active
  • U1: insurance_first_name
  • V1: insurance_last_name
  • W1: insurance_dob
  • X1: insurance_sex
  • Y1: insurance_member_id
  • Z1: insurance_group_id
  • AA1: insurance_payer_id
  • AB1: client
  • AC1: language

2. Enter patient information

Use each row of cells under the field headers when entering information for each patient. There are specific formats for the information that needs be entered in most fields to ensure a successful import. Here is a description of each field and what it requires:

  • username: Patient uses this to log in to their portal. You can set the patient's username here by using letters, numbers, and symbols. There is a 255 character limit. This is not a required field, if you leave this empty the system will generate a username for a new patient using the first letter of their first name and their full last name. This field can be used as a unique identifier when updating a patient.
  • portal_user_id: This is the id that is generated by the system when a user is created. This field should only be used when updating a patient to ensure accuracy and prevent duplication. This is not required when updating or creating new patients.
  • email: This field is used to enter the patient's email; this will send a welcome email to the user with their username included, giving them access to their portal. You must use a valid email address.
  • first_name: This is where the patient's first name will go. This field is required.
  • last_name: This is where the patient's last name will go. This field is required.
  • suffix: This is where you enter the patient's suffix in their name such as Jr., I, II, III, etc. This is not required.
  • dob: This is where you will enter the patient's date of birth. You must enter it in mm/dd/yyyy or yyyy/mm/dd format. This is not required, but we insist you include this information.
  • sex: This is where you enter the patient's biological gender. This system will only accept F or f for female and M or m for male. This is not required.
  • timezone: This is where you enter the patient's timezone. There is a specific format that the system will accept. This is not required.
  • phone: This is where the patient's home number will go. You must enter the full number including the area code. This is not required.
  • cell: This field is where the patient's cell phone number will go. You must enter the full number including the area code. When the patient's cell phone number is included, a welcome sms message will be sent to the number provided, if there isn't an email included, giving a new patient access to their portal. This is not required.
  • address1: This is where you enter the patient's street address. This is not required.
  • address2: This is where you will enter the patient's additional address information  such as an apartment or suite number. This is not required.
  • city: This is where you will enter the patient's city. This is not required.
  • state: This is where the patient's state will go. The system will only accept the two letter abbreviation of the state such as CA, AR, AZ, etc. This is not required, but will strongly insist you include this information.
  • zip: This is where the patient's zip code will be entered. You must include only the 5 digit zip code. This is not required.
  • country: This is where the patient's country will be entered. The system will only accept patient's in the United States and will only accept US as a valid country. This is not required.
  • client_identifier: This is where you will enter the patient's unique identifier. Like a chart number or SSN or employee ID number, no two individuals can have the same client_identifier. This identifier is required only when creating new patients and will forever be the unique ID for a patient. It is essential for updating existing lists with new data. Can be any characters or integer strings up to 255 max.
  • primary_client_identifier: This is the field you use if the patient is a dependent. Leave this field blank if the patient is not a dependent. If this user is a dependent, put their parent's 'client_identifier' here. For the parent of the family, use their client_identifier twice in their row to signify they are the head of household. Keep in mind that a dependent will still need their own client_identifier in addition to their parent's client_identifier that goes in this field. Take a look at the screen shot below for an example of what this should look like.
  • active: This is where you will indicate the patient's status. This is not required, but the system will default patient's to active in the portal.
  • insurance_first_name: This is where you will enter the policy holder's first name. None of the insurance fields below are required.
  • insurance_last_name: This is where you will enter the policy holder's last name.
  • insurance_dob: This is where you will enter the policy holder's date of birth. You must enter it in mm/dd/yyyy or yyyy/mm/dd format.
  • insurance_sex: This is where you will enter the policy holder's biological gender. This system will only accept F or f for female and M or m for male.
  • insurance_member_id: This is where you will enter the member id for the patient.
  • insurance_group_id: This is where you will enter the group number.
  • insurance_payer_id: This is where you will enter the payer id. The system will only accept specific identifiers for each payer in the portal.
  • client: This is where you will enter the client id that the patient belongs to. You can find the client id by going to the Clients page in your client admin portal and looking at the number in parentheses. This is not required.
  • language: This is where you indicate the patient's primary language. This is not required.
Enter patient information

3. Save the list

IMPORTANT! When you save the list, please make sure it is a CSV(Comma Separated Values) document or the list cannot be imported.

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