Import Data From Previous Systems

OutSmart EMR staff will 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.

Importing Patient Demographic Data

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.  You can then upload the import file to the Documents Module in your OutSmart account, and we will take care of the rest.

If you have information in your export that does not seem to fit within the columns we have provided in our import template, you may need to combine some of the information together.  Contact our support staff with any questions you have regarding this.


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.

Here are some of the formatting requirements:

  • Date of Birth must be formated as YYYY-MM-DD.
  • Every row in the list MUST contain a Country for the patient if you want any address information to be imported.
  • First name and last name are required.

When you are ready to send us the list, do not sent it to us by e-mail.  Instead, log into your OutSmart account and use the documents system to upload your list to the documents area.  Once uploaded, we will perform the import.  See the help file here on how uploading documents.

If you have a free account, you may not be able to initially upload documents.  In that case, 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.

Importing Inventory Lists

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!


Importing Your Schedule

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:

  • You must also request a patient demographic import.
  • Your patient demographic data must contain a unique patient ID which matches the patient ID in your list of events to be imported.
  • Start and End times for appointments must be with reference to a specific Timezone, which will need to be provided.
  • Start and End time must be in the format YYYY-MM-DD HH:SS.  Example: 2019-12-25 18:00

Importing Previous Charts

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.