How to Use the Import Data Wizard in EHR 24/7 or Practice Mate

This article provides step-by-step instructions for importing data to Office Ally using the Data Import Wizard in EHR 24/7 or Practice Mate. The Import Data Wizard offers a faster way to input patient, payer, and provider information compared to adding it to your account manually.

CSV File Formatting

Data can only be imported using the Data Import Wizard from either stored information in Service Center, or more commonly, by uploading a .CSV file.

Careful formatting of the .CSV file is necessary for an import to be successful. This includes using specific column headers, removing certain special characters, and removing data that cannot be imported.

• Column Headers

Select the appropriate link below to view the available headers, data format requirements, description, and import destinations.

• Resource Link: Patient Header Details

• Resource Link: Insurance Header Details

• Resource Link: Rendering Provider Header Details

• Resource Link: Referring Provider Header Details

• Special Characters

• Please note: There are specific text characters that will cause errors unless removed before uploading the CSV file. Please click here for a list of unsupported symbols.

• 5000-Row Limit

• Imported .CSV files cannot contain more than 5000 rows in a single file.  Subtracting the header row, this means that if you need to import more than 4999 patients, you will need to split the data after formatting into multiple individual files, each containing a header row at the top.

Example File

Patient Demographics are by far the most imported data into Practice Mate and EHR 24/7.  Please download and review this example file of a properly formatted patient demographics file.  

• Resource Link: Example Patient Data CSV File

This demographic information was generated at random as an example for this process guide, and any resemblance to actual persons is coincidental.

Formatting Best Practices

Data you want to import to Office Ally is usually exported by apps where it has been previously entered.  Because there are many apps that can export this data, there are therefore no universal step-by-step instructions available to use when formatting your data.  These best practices are effective in most situations:

1. Save a copy of the original file you work with.  Mistakes happen while formatting files, and this ensures you can restart without needing to export the data from your source app again.

2. Ensure your data is in spreadsheet format.  Each patient should appear in one row, and there should be columns for data type (e.g. Phone, Address, etc.).  If the data is not in this general table format, you may want to contact your software support for assistance.

3. Review your data to ensure it is consistent.  There should only be addresses in the address column, phone numbers in the phone number column, etc.  If the data is inconsistent,  

4. Update the headers to match Office Ally’s import requirements.  These headers are case-sensitive and occupy Row 1 on the spreadsheet.  Details are available in the Header Details resources above.

5. Delete any columns that include data that does not correspond to an Office Ally header.  Insurance Name is the most common column of information that must be removed as it can only be manually entered after importing.

6. Remove all special characters.  See the list of unsupported symbols link above.  Selecting all cells and using ‘Find and Replace’ is a quick and easy way to search for those characters and ‘replace’ with nothing, which results in removing them.

7. File > Save As > [filename].csv – Ensure you save the file as a new .csv in an easy-to-find location.  Remember that this file contains PHI and should be managed with appropriate care and security.

8. Copy and paste the first 10-20 rows to another, new CSV file.  This additional small file can be imported as a ‘test’ to be reviewed before you upload hundreds or thousands of patient records.

Importing Data Using the Data Import Wizard

1. Go to Manage Office in EHR.

2. Under the Admin section, click Import Data Wizard.

3. In the Data Source menu, select CSV Files, then click Next.

4. Choose the Import Table (e.g., Patients, Providers, Insurance).

5. Click Choose File to upload your CSV file, then click Next.

6. Select the records you want to import, or use the top checkbox to select all, then click Next.

7. Confirm the number of records matches your spreadsheet (rows minus the header); if correct, click Next to start the import.

8. A confirmation of the imported records will appear. Click Finish to complete the import process.

After the import is complete, review your imported data by navigating to your Manage Patients, Providers, Referring Providers, or Insurances lists. If any data was imported incorrectly, you can also delete it from here.