Getting Started with Universal Import (CSV, Excel, TSV, or Pipe-Delimited Files)

In order to begin using the Universal Import feature, there are some important tips and steps that must be taken before you import your file. 

• Step 1: Review Your File

  • Ensure your file has all the required data needed to create your patients or claims, as well as any additional data that should be included.

    • For Patients: First Name, Last Name, Gender, DOB, Address, and Insurance/Policy info (Payer, Member ID) if applicable.

    • For Claims: Patient Name, Provider, Diagnosis Codes, Procedure Codes, and DOS.

  • Ensure your file does not have any additional lines before or after the file header. The header should be the first line in the file, and the first patient/claim should be the second. Remove any additional lines from the file.

  • It is preferable that each data item occupies a distinct column in the file. For example, separating the street, city, state, and zip code into individual columns within an address, or separating ICD Codes, CPT Codes, and Descriptions into their own columns.

  • Ensure header names align with the CMD field to which the column data should be mapped. For example, use "Procedure," "Procedure Codes," "CPT," or "Charges" instead of "Items" for a procedure code column.

  • Always provide the NPI in your import template if possible, especially when there are multiple providers or similar names. Matching by NPI is more reliable than by provider name, as abbreviations or nicknames can cause discrepancies.

  • Use unique identifiers when available. If your source system has unique patient IDs, use them in the import and map them to the reference number field in Universal Import. This can help avoid duplicates.

• Step 2: Sync Required Data

  • Ensure that Providers, Payers, and Facilities (if different than the CMD defaults) are added (synced) into CollaborateMD prior to the import and that their spelling matches the EMR/EHR file.

• Step 3: Tips

  • Start Small: To ensure a smooth import process, begin by importing a small batch of approximately 10 patients or claims. Importing a handful of records minimizes risk and makes it easier to delete and correct any issues that arise. Using a small-scale test can help to iron out template formatting or field-matching problems before uploading larger datasets.

  • Align Your Template Before Importing: The key to a successful import is aligning the import template with the required fields. Spend time matching your source data with the template. If the fields do not match correctly, cancel, correct the file, and try again. Once the template accurately aligns with all fields, it can be used in the future to ensure accurate imports.