Referring Providers Import Tool

The Referring Providers can be imported into the Referring Provider Library using the Import button.

• The button is located on the Referring Providers screen.
• Access to this button is controlled by User Permissions.

File Requirements

• The file to be imported must be in .csv format.
• The File Name cannot contain more than 50 characters.

• This is the name given to the .csv file that you save to your computer.

• The Provider must have an NPI on the .csv file.

• The NPI is used to match the Referring to keep from importing duplicates.

• The Address 1 & 2 fields cannot contain more than 40 characters.

Create an Import Profile

An Import Profile is setup for each file Type that will be uploaded, such as Referral, Provider, Appointment, etc.

1. From Libraries on the Left Side Menu, select the Referring Providers button.

2. Select the Edit Import Profiles button to create a Profile.
3. If the Profile does not already exist, select the Add button.

• If it already exists, skip 3 and 4.

4. Enter a short Description of your choice.
5. Select Referral for the Type of file that is being imported.
6. Select Save [F2].

7. Use the X to close the CSV Import Profiles screen.

Import the .CSV Referring Providers File

If a new file is uploaded with different Column Headings, the Columns must be re-mapped.

Prepare your .csv file with Column Headings that will be matched to the Column Headings in the System. Save your file to your computer. See Recommended Column Titles.

1. Select the Import button on the Referring Providers screen.

2. From the dropdown, select the CSV Profile that you created.
3. File: Choose the .csv file that was saved to your computer.
4. Select the Edit Columns button to match the columns on the .csv file to the System columns.

• If this has been done previously, steps 4 and 5 can be skipped.

5. Map the columns by choosing an option in the dropdown.

• If there is a column on the .csv file, it should be mapped to the corresponding name in the System.

• Example: The Address column heading on the file is Street Address.
• The System Value is Address 1.

• For Address 1 on the Column Settings, Street Address will be chosen from the dropdown.

• If the value does not exist in the dropdown for a field, leave it as Select.

6. Override DB values with blanks?

• If an existing Referring Provider is found, and this box is left unchecked, the values on the imported file will override values in the System.

• Example: The phone number on the imported file is 555-555-5555, but the phone number in the System is 555-444-5555.

• The phone number on the imported file, 555-555-5555 will override the phone number in the System.

• If this box is checked, the value in the System will be overridden with a blank if the field is blank on the imported file.

• Example: The phone number is blank on the imported file but is 555-555-5555 in the System.

• The phone number in the System will be overridden with a blank.

7. Select Save [F2].

8. Select the Parse File button.

9. Warnings and Errors will be listed at the bottom of the Referral Import Report.

• Warnings: The Referring Provider will still import.

• Errors: The Referring Provider will not import.

• The issues can be corrected and re-imported or corrected later.

10. Compare the number of files that were on your imported files with the number that were actually imported.
11. Select Create Providers.

Recommended Column Titles for the .CSV File

• Referral ID
• Last Name
• First Name
• Middle
• Suffix
• Credentials
• Practice
• UPIN
• EIN
• Medicaid ID
• NPI
• Phone
• Fax
• Valid From
• Valid Through
• Report Group
• Address 1
• Address 2
• City
• State
• Zip
• Contact
• Email
• Statement Description