Importing Patient Demographics from Excel (paper charting previously)

Importing Patient Demographics from Excel (paper charting previously)

If you do not currently have your patient demographics in electronic form (paper charting previously), you can create an Excel spreadsheet (*xls). We will then import the data into ICANotes for you at no extra charge.
 
****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.
 
1. Open Excel by clicking the Excel  icon.

 
2. Save as "Patient Demographics.xls"

 
3. Create five mandatory columns. Please note the way that each column name is setup. There are no spaces in between the words.

 
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 are optional and may also be imported. Please download our template linked immediately below.)
 
4. Fill in the fields with your patients' information. Once done, Save the report. 

 
5.  Submit your file by uploading it to https://upload.icanotes.com/filedrop  After you upload your file to the Dropbox, please send an email notification to ticket@icanotes.com to let us know the file is there, including the following information:

  1. Your ICANotes username
  2. The name of the file you uploaded
  3. Contact person name, email address, and phone number in case we have questions about your data file
  4. 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.
 
Attached you will find the required Spreadsheet Template file with field headings appropriately configured. 
 
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
​
  1. Appointments: Do not transfer to ICANotes 
  2. Billing: Does not transfer to ICANotes 
  3. Medications: Do not transfer, need to add to ICANotes 
  4. Diagnoses: Do not transfer, need to add to ICANotes 
  5. ​Adverse Drug Reactions: Do not transfer to ICANotes
  6. Clinical Notes: Do not transfer to ICANotes 

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