OutSmart EMR Knowledgebase

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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.


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.
  • There must be no empty rows.
  • 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.

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.

Assisted Import

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.

Self Import

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.

Important Notes:

  1. Your list must not contain more than 1000 patients.  If you have more than 1000 patients, you will need to split up your list into several files, and import them separately.
  2. Patient list imports cannot be undone, and patient lists cannot be updated through the importer.  Make sure you triple-check your lists for errors before you start.
  3. If you intend to import your schedule or SOAP charts, you MUST ensure that your patient list import includes a Patient ID, which in our system we called a Custom Patient ID. This ID in your patient list MUST match the patient IDs listed in your schedule import file, as well as your SOAP charts import file. If you do not include a Custom Patient ID in your patient list import, we will be unable to import your schedule or SOAP charts.

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 proper columns names from the drop downs displayed above your import file.  Ensure to match them up correctly.

Select the correct drop down titles to match up with your columns

Ensure to check mark “My File Has a Header Row” if your import file’s first row contains column headings that you do not want to import.

Select this option if your import file has a header row.

When you are done configuring the import, click on the ‘Proceed with Import’ button at the top, and then wait for the import to complete.

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.