Upload Patient Demographics Using a CSV or Excel File
PracticeSuite supports bulk uploads of patient demographic records from a system-compatible CSV or Excel file.
Before You Begin
Use a PracticeSuite-compatible import template. To download a template:
- Go to Patient > Patient Search.
- Select the Bulk Import Patient icon in the upper-right corner.
- In the Patient Import Wizard, select Download CSV or Download Excel.
- Enter patient data into the downloaded template and save the completed file.
How to Upload
- Go to Patient > Patient Search.
- Select the Bulk Import Patient icon.
- In Step 1: Upload CSV/Excel File, click on Select File.
- Choose the completed patient demographics CSV or Excel file.
- Select Upload.
Upload Icon
Upload Wizard
Template download and file upload screen
Field mapping
7. Once the fields are mapped, the user can click on Import to have the data imported into the system. The system will display a confirmation message with the number of records uploaded.
Key points to note
1. If the same patient ID appears more than once with identical patient details, it may suggest multiple insurance or guarantor entries. In this case, the user can treat each occurrence as a separate insurance or guarantor object.
2. Authorization information can also be included in the import file. The following ten recently added fields support this functionality:
pr_auth_num se_auth_num
pr_auth_start_date se_auth_start_date
pr_auth_end_date se_auth_end_date
pr_auth_visits_allowed se_auth_visits_allowed
pr_auth_visits_used se_auth_visits_used
3. If the input file is missing either the insurance company name or the payer ID, PracticeSuite will automatically retrieve the missing information from the system. If both fields are absent, an error message will be flagged.
4. The system will only check if the mandatory fields are there in the input file. It will not throw an error if the number of columns in both files differs. Please note the below fields are mandatory for patient data to be uploaded:
- Name (Last Name and First Name)
- Date of Birth
- Gender
5. When uploading insurance patients, in addition to the above, insurance company name (or id) and insured id (subscriber id), subscriber relationship and subscriber address (if not self-subscriber) are mandatory otherwise, the system will flag them as Cash patients.