If you have patient demographics in electronic form, ICANotes will import the data for 50+ patients for you at no extra charge. If your caseload contains demographic data for less than 50 patients, we ask that you create these charts manually as needed. If you need help creating a chart in ICANotes, please give us a call at 443-569-8778 or review step by step instructions here: Creating a New Chart
If you want your patients show up different assigned clinicians, you need to create multiple spreadsheets for each clinician with their patients listed.
****IMPORTANT****
ICANotes cannot be held responsible for the accuracy of the data you provide. Please ensure that all records are 100% accurate before submitting the file to ICANotes or be prepared to have your staff adjust the information record by record within the ICANotes system. It's a good idea to check the spreadsheet(s) for inaccuracies, such as duplicate patient entries, before submitting as directed below.
Please create an Excel spreadsheet (*.xlsx) named “Patient Demographics.xlsx"
The following fields are REQUIRED in your spreadsheet:
First Name should not contain salutation or initials
Last Name should not contain title or initials
Patient ID can be any format as long as it is unique
Gender M, F, O or Male, Female, Other or Man, Woman or Boy, Girl, Person
DOB 1/31/2001 or 1/31/01 or 01/31/2001 or 01/31/01 (if providing a DOB for each patient is a hardship, we will speak to our developers about how to address).
Fields listed at the base of this message (and found in our template) are optional and may also be imported. Please download our template linked immediately below.
At the end, you will find the required Spreadsheet Template file with field headings appropriately configured.
- Your ICANotes username
- The name of the file you uploaded
- Contact person name, email address, and phone number in case we have questions about your data file
- Desired date for import (must be minimum 2 business days after file submission): mm/dd/yyyy
Our team will review your spreadsheet and contact you if we have any questions. You will receive an email notification as soon as your import is complete.
Please note that all imports are final.
The following fields are OPTIONAL and may also be imported. There are no restrictions unless otherwise noted. Please review your spreadsheet before submission and make sure to title your columns exactly as you see them listed:
MiddleName
SocialSecurityNumber
DateEntered 1/31/2001 or 1/31/01 or 01/31/2001 or 01/31/01
Address
City
State
Zip
HomePhone
WorkPhone
CellPhone
Pager
EmailAddress
SchoolOrEmployer
SchoolGrade
MaritalStatus
Ethnicity
Religion
***MiscellaneousNotes
PrimaryCarePhysicianName
ReferredByName
EmergencyContact
EmergencyContactNotes
InsuranceCompany1
PolicyNumber1
GroupNumber1
InsuranceCompanyTelephoneNumber1
InsuredFirstName1
InsuredLastName1
InsuredMiddleName1
InsuredDOB1
InsuranceCompany2
PolicyNumber2
GroupNumber2
InsuranceCompanyTelephoneNumber2
InsuredFirstName2
InsuredLastName2
InsuredMiddleName2
InsuredDOB2
PharmacyName
PharmacyPhone
PharmacyFax
***Any field not listed above may be included into the MiscellaneousNotes field by naming your desired data to be imported as "MiscellaneousNotes_YourFieldName", e.g. MiscellaneousNotes_BalanceDue . When imported, all the fields you name in that fashion will be merged and will be available in the Miscellaneous Notes in the Demographics page of the patient chart.
Need to Know
- Appointments: Do not transfer to ICANotes
- Billing: Does not transfer to ICANotes
- Medications: Do not transfer, need to add to ICANotes
- Diagnoses: Do not transfer, need to add to ICANotes
- Adverse Drug Reactions: Do not transfer to ICANotes
- Clinical Notes: Do not transfer to ICANotes