Importing Patient Demographic Data

Patient demographic data can be imported if provided in a CSV or Excel file. Please download our template and copy your exported information into it.

{% file src=“/.gitbook/assets/Patient-Import-Template.csv” %}

Here are some important formatting requirements:

• Do not import more than 1,000 patients at a time to prevent the import page from becoming unresponsive.
• First Name and Last Name are required. Any rows missing these will not be imported.
• A Unique Patient ID is required if you plan to also import a schedule or patient charts. Without it, we cannot link other information to the correct patient.
• Gender must be entered using one of the following: Female, F, Male, M, Transgender, TG, Female to Male, F2M, Male to Female, M2F, Other, O, Agender, A, Bigender, B, Intersex, I, Gender Fluid, GF, Gender Queer, GQ, Non-Binary, NB, Pangender, P, Trans Male, TM, Trans Female, TF, or Two Spirit, TS.
• Date of Birth must be in the YYYY-MM-DD format.
• Every row must contain a Country if you want to import any address information. You must map the Country column before mapping a Province/State column.
• Notes in the General Notes column will be visible to all office staff.
• Notes in the Private Notes column will only be visible to you.

If you have data that does not fit into these columns, please contact us at contact.outsmartemr.com for assistance.

Once your data is properly formatted, you have two options: Assisted Import (recommended) or Self-Import.

Assisted Import

For an assisted import, simply upload the file to the Documents Module in your OutSmart account. Do not send it via email. The OutSmart team will then review and perform the import.

• A paid subscription is required to upload documents. If you have a free account, contact us at contact.outsmartemr.com for instructions on how to securely transfer your file. Note that there may be a cost associated with importing data for free accounts.

Self-Import

If you are confident in your ability to format the data, you can import the list yourself.

Important Notes:

• Your list must not contain more than 1,000 patients. If it does, you need to split it into multiple files and import them separately.
• Patient list imports cannot be undone or used to update existing patient information. Triple-check your list for errors before you begin.
• Do not attempt to import the same patient list twice. This can result in duplicate patient records. If duplicates are created by an import, you can combine them using the Patient Merging Tool — but it’s faster to avoid creating them in the first place.

To begin a self-import, ensure you are logged into the Main Practitioner Account (the owner account). You cannot import patients from an admin account.

{% stepper %} {% step %} From the Main Navigation Menu, click on Office to go to the Office Details Page.

Click on the Main Navigation menu, and then click on the Office Details page.

{% endstep %}

{% step %} Click on the Patient Importer tab.

In the Office Details page, click on the Patient Importer tab at the top.

{% endstep %}

{% step %} Drag and drop your import file into the designated area. {% endstep %} {% endstepper %}

Mapping Column Data

On the next page, you must map the OutSmart patient record properties to the columns in your import file. If you used our template, this should be done automatically. Review the mapping to ensure it is accurate, especially for any columns highlighted in red that could not be automatically matched.

Mapping OutSmart Patient Record properties to the columns in your patient list import file.

Patient List Import Review

After mapping, click the Preview Data Mapping Results button. This will show you a sample of the first 10 rows of your data and how they will be imported. If everything looks correct, click Proceed with import.

Click on Preview Data Mapping Results to see how the data from your import file will be read by Outsmart during the import process.

If any errors occur, you will be notified of the affected rows. You can then correct these issues and create a new import file containing only the corrected rows.

A sample of how your patient list import file data will map into Outsmart Patient Record properties