Data Conversion. I am getting errors when importing patient demographics. How do I fix them?

ChiroSpring allows you to import patient lists  If you prefer ChiroSpring import your patient demographics into the system let us know.  We can do it for you for a fee.  Otherwise, you can do this yourself under settings - import patient listing.

SHOULD YOUR CLINIC GO WITH A FREE UPLOAD OR HAVE ChiroSpring DO IT?

ChiroSpring cannot guarantee that your CSV file can be uploaded. We offer this free upload capability, but you must do the data cleansing yourself, and some CSV files are riddled with numerous nonconformities. If you are doing a large upload list or do not feel confident in doing your own upload contact ChiroSpring. The fee for having us do your data conversion will be well worth it: 

A. We get more data (insurance demographics as well). 

B. It takes very little of your time. We just need access to your old platform at night while you are off the system.

C. We do a trial data conversion and verify the data before making it live.

D. We coordinate the final data conversion to occur the night before you go live. Thereby including all recent new patients.

E. In some instances we are also able to bring appointments over from your old system into our platforms Scheduler. So your first day has all your appointments as well.

STEPS TO CLEANSE YOUR FILE PRIOR TO UPLOAD

1. Here is the format you need to have for the CSV file of patient demographics into the ChiroSpring platform:

2. Be sure to include the column header in your CSV file you upload. 

3. Delete all other columns on your CSV file. 

4. You are required to cleanse your CSV file before uploading. Garbage in, garbage out. 

5. Eliminate duplicates from your file.

6. Delete all commas (,) in the entire file, even though the comma is grammatically correct. For example, you can highlight all fields, search and find (Control F) all “,“ and replace with nothing. That will delete all “,“ in the entire file.

7. With the phone number columns delete all numerical characters following the same flow as indicated in 6 above. For example, find all ( or ) or - non-numeric digits. And replace those digits with blank.

8. A common problem is the addition of spaces before the first and last names. That space needs to be eliminated, otherwise, to find a patient on the ChiroSpring platform you will have to type a space first. Spaces between a first name with a middle name or between a double last name or between a last name and a Jr/Sr designation are acceptable. You can follow the find a replace methodology above but will need to find a (space bar entry) which will make the find entry look blank to the eye.

UPLOADING YOUR LIST

We have error detection algorithms that will stop you from uploading a CSV file with certain simple errors (incomplete zip codes, #'s on names, emails with spaces, incomplete phone numbers, etc.). Some errors are hidden and cannot be fixed unless you delete the entry. You will see the data points with errors detected by our algorithms. You will have the ability to edit or delete that entry to clear the error on the list we populate. You will need to clean your own data. If our algorithms detect a certain issue, you will be provided feedback about the possible cause. Some errors are detected that are not apparent. Consider deleting part or all of that patient's information in such a case.

AFTER CLICKING THE SAVE BUTTON

DO NOT CLICK THE SAVE BUTTON MORE THAN ONE TIME! 

DO NOT LEAVE THE IMPORT LEADS PAGE WHILE UPLOADING! It could take several minutes to upload a large list.

DO NOT UPLOAD YOUR LIST MORE THAN ONE TIME! 

After you have uploaded your CSV file, you will receive a message posted that it was a success. If you don’t notice the message, do not try to upload your CSV file again. Simply search for a random patient in the patient search bar, you should see your patients listed there. You can also verify the successful conversion by going to the Main Menu > Reports > Patient Listing > Search. There you should see all the people that were uploaded onto the ChiroSpring platform. If the patient/prospects cannot be found contact ChiroSpring. If there are duplicates of the patients/prospects, please contact ChiroSpring.