OutSmart EMR staff can help you to import all your data from previous systems. We assist in the import process in order to get your data imported as quickly as possible, and with as little error as possible. It’s important to note that we will currently only import data in CSV or Excel file formats. Any other file formats cannot be automatically imported.
In This Article:
Patient demographic data can be imported if provided in a CSV or Excel file format. Please download the template below and copy your exported information into it.
Patient Import Template
Published: October 14, 2018
Type: csv Size: 406.00 B
Here are some of the formatting requirements:
Once your data is properly formatted, you have 2 options. You can request an assisted import (recommended), or you can import the data yourself using the Patient List Importer.
If you would like to request an assisted patient list import, please upload the import file to the Documents Module in your OutSmart account, and we will take care of the rest. Do not send us the list via email. See the help file here on how to upload documents.
Note: A paid subscription account is required in order to do this, as you cannot upload documents into a free subscription account.
The OutSmart team assists in the import of patient and client lists mainly to ensure that we can minimize problems during the import process. Our team will do the actual import of the data, however you are responsible for sending us a properly formatted list so that we can perform the import. Once you have uploaded the import file, we will review the data and then perform the import.
If you have a free account, contact us first to let us know your file is ready, and we will provide other instructions on how to securely transfer your file to us. There may be a cost associated with importing data for free account holders.
If you prefer, and if you are confident in your ability to format the data as required by our patient list importer, then you can go ahead and import your patient list yourself.
If you fully understand the above important notes, then you can confidently move forward with your import.
Start by ensuring that you are logged into the Main Practitioner Account, also referred to as the Owner Account. You cannot import patients from an Admin account. When you are properly logged in, go to the Office Details Page, and click on the Patient Importer tab at the top of the page.
Click on the Main Navigation menu, and then click on the Office Details page.
In the Office Details page, click on the Patient Importer tab at the top.
When you are there, re-read the important information, and then drag and drop your import file into the area marked “Drop Files To Upload”. This will initiate the importer, and take you to the next step.
In this next page, you must select the OutSmart Patient Record properties that match the columns from your import file. If you are using the Template we provided, the mapping should be done automatically.
If you are not using our import template, Outsmart will automatically try to map the data from your file by reading the column headings, however it is important you recheck all the mapping to be certain it is accurate. Any rows highlighted in red show which columns could not be automatically matched with a property. You’ll have to map those manually.
Mapping OutSmart Patient Record properties to the columns in your patient list import file.
Once you are done with the column mapping, re-check your work, and then click on the Preview Data Mapping Results button, to see how a sample of data from your import file will be mapped.
Click on Preview Data Mapping Results to see how the data from your import file will be read by Outsmart during the import process.
Once you click on the Preview Data Mapping button, you will be presented with a list with the first 10 rows of your patient list import file, along with the headers they were mapped to. Pay close attention to the instructions above the mapping list in order to see whether or not the mapping was successful.
A sample of how your patient list import file data will map into Outsmart Patient Record properties
Once you have reviewed the mapping preview, if all appears to be acceptable, then you can click on the Proceed with import button to run your import.
If there are any issues with the import, you will be notified of which rows are affected. This will allow you to correct any errors and create a new import file if needed containing only the rows that were not imported. Do not attempt to import the same patient list twice, as this can result in duplicate patients. Instead, contact OutSmart support for assistance if you need to re-import your entire list.
If you are able to produce an excel spreadsheet of your inventory items, you can send us an e-mail and request that we import your list for you. Our team will do one free inventory import per clinic, so if you have hundreds of items to enter into the system, this may be the fastest and easiest solution for you. To avail yourself of this service, simply download our Excel CSV template listed below, and fill out as many of the fields as possible. You can then send that to us via e-mail and we will take care of the rest!
Inventory Import Template
Type: csv Size: 264.00 B
Your Schedule can be imported into your OutSmart calendar ONLY if you are also requesting the import of your patient demographic data. Download the file below and ensure to fill it out while following these requirements:
Schedule Import Template
Type: csv Size: 217.00 B
Previous charts can be imported into OutSmart EMR automatically only if provided in Excel or CSV format. If your previous charts are in PDF format, we cannot automatically import the data. Instead, it will have to be manually imported, one patient at a time.
We do not provide a specific import template for medical charts. Please contact us to discuss if you would like us to import your medical charts from another EMR.