The Import Tool can import Demographics, Charges, Balances, and Appointments into the PM System.
- The imported file must be a .csv or .txt file.
Upload the CSV File
It is strongly recommended that Users pin the HL7 Interface panel to their Home Dashboard for ease of access.
- On the Interface screen, select the Upload Messages button to access the CSV Import Dashboard.
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- Select the Upload File button to open the CSV Import window.
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- Select the Import Profile.
- Always import Demographics before importing Charges.
- Select the .csv or .txt file.
- Select the Modify Columns button and use the Column Settings screen to adjust the mapping.
- Select Save [F2] when finished.
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- Select Parse File.
- The System will check the file for errors or warnings.
- The summary will display the total number of errors.
- Select Create Charges or Create Patients to Import the data into the System.
CSV Import Dashboard
Interface > Upload Messages
The table on the CSV Import Dashboard shows a list of files that have been imported and provides the User with multiple ways to interact with the file.
- Use the Import Dashboard to Upload a File, Modify Import Profiles, or view information about a previously uploaded file.
Import Dashboard Columns:
- File: The file is available to download for 30 days.
- Log: A log file is generated if there was a problem with the SFTP import.
- The file can be downloaded to review the errors.
- Undo: The file can be undone.
- Charge Imports can only be undone if no modifications have been made to the Charge.
- Patient Imports can only be undone if no Payments, Charges, or Appointments exist for the Patient.
- Redo: Available for SFTP Imports if a new version of the file has been loaded into the SFTP for an errored file.
- Name: Displays the name of the Imported File.
- Type: Displays the Import Type.
- Items: Opens the Upload Items screen.
- The Upload Items screen details the Patients/Charges that were imported.
- Select an underlined number to view these items.
- Status: Shows if the file is processed, unprocessed, errored, processing, or reprocessing.
- Interface: Displays the Interface that is tied to the Import.
- User: Records the User that initiated the Import.
- Added: Displays the date and time the import was uploaded.
Modify Columns
The Modify Columns button is found on the CSV Upload screen.
- Interfaces > Upload Messages button > Modify Columns button
- To activate the Modify columns button, select the Import Profile and select the file.
Modify Columns when:
- The file is unable to match the System's File Schema.
- The prefixes and values may need to be updated.
- An aspect of the file is being changed going forward.
To modify or update these values, select the Modify Columns button.
- On the Column Settings screen, the User can change the Mapping methods and assign the appropriate header values.
Modify Columns: Demographics
- Parser Information Panel: Do not use. For Internal purposes only.
- Prefixes Panel: Assigns File prefixes to allow the System to identify the Patient, Guarantor, and Policyholder data points within the file.
- The prefixes are appended before the record type in the Column header.
- Example: Patient_First_Name
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- Demographics Panel: Assigns the record type values.
- Record type values come after the prefix in the column header.
- Example: Patient_First_Name
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- Relationships/Insurance Panel: Assigns additional record types.
- This panel usually assigns the relationship field and policyholder information.
- Custom Field Panels: A Custom Field must be created to import custom information.
- Custom Fields can be mapped in the dropdowns.
Modify Columns: Charges
- Parser Information Panel: Do not use. For Internal purposes only.
- Mapping Methods Panel: Defines how to match to a Patient and generate Encounters.
- Map Patient ID by: Select method of matching to a Patient.
- The standard procedure is to match on First and Last Name and DOB.
- Map Charge by: Select method of creating Encounters.
- Map by Encounter ID: This method is the standard procedure.
- The System parses the rows to identify relationships within the file by using an Encounter ID value. (This is not the unique Encounter ID generated in the System.)
- Example: If 3 rows have values of "1" as an Encounter ID, then all 3 rows would generate one Encounter with 3 Procedure Lines.
- All Lines on Same Row: The Prefix information must be entered based on the file.
- This assumes that all Charge information is on one line on your data file.
- Example: Use Proc_1, Proc_2, and Proc_3 to determine the order of the Procedure Codes when the Charge is created.
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- Claim Level Panel: Select and map the Encounter-level information.
- The Static Label is a system-delivered field.
- The Dropdown is a .csv field.
- Example: Service Facility
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- Institutional Fields Panel: If Institutional Claims are being imported, the Bill Type is mandatory.
- Custom Field Panel: If custom information needs to be imported, a Custom Field must be created.
- This can be mapped in the custom field dropdown.
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Balance Forward Imports
What does a Client do with the A/R from their old (Legacy) System?
Recommended Best Practice:
- You should focus your attention on the Insurance A/R in your Legacy System.
- The goal is to work rejections/denials/unpaid Claims and resubmit them from your Legacy System.
- Once the Claims are adjudicated, the balance transfers to Patient A/R.
- When most of the Claims have been worked in the Legacy System, a Balance Forward Import can be done to import the balances into the New System.
- Insurance and/or Patient A/R can be imported.
- This minimizes the need to send Patient Statements out of 2 systems simultaneously, which can be costly and time-consuming.
Create the Interface for the Import
Use the documentation above with these specifics:
- Use the Templates for Pat Bal Forward or Ins Bal Forward depending on the import.
- For Patient Balance Forward, create a Procedure Code, PATBALFWD selecting the Patient for Billable.
- For Insurance Balance Forward, create a Procedure Code, INSBALFWD selecting Yes for Billable.
- Client can use actual CPTs if needed for Insurance.
- Create Diagnosis Code, MISC to use for DX1, or existing Diagnosis codes can be used.
Failed Message Troubleshooting
Interface > Upload Messages
- Select the underlined number to open the file that contains the failed message.
- Check for any discrepancies in the data.
- If the data appears to be correct, highlight the line and select the Recycle button.
OR go to Interface > Incoming Messages
- Status: Failed
- Type: DFT
- Select the Failed Message.
- Select the Recycle button.
Results of Recycling:
- If recycling parses the message, it is resolved.
- If recycling does not resolve the issue, contact Support.
Learn More
Import Tool Overview
Referring Provider Import Tool