How to Import Patient Demographics

ChiroSpring 360 has 2 Data Migration options to assist your office in transferring your data from a different system:

INCLUDED OPTION - Follow the steps below to do a manual import of your patient demographics, products, and patient balances into your ChiroSpring system. 

PAID OPTION - Advanced Data Migration (one-time fee $750) - A ChiroSpring Data Migration Specialist will complete your migration and can grab more information from certain software platforms. If you discussed this option with your sales rep and signed up, you should already have the next steps to start the process. Just so you know, you won't need to complete the manual import steps below. 

It is easy to import leads or patients into ChiroSpring 360.  Importing a patient or a lead is done the exact same way.  ChiroSpring will use advanced algorithms to determine if a contact is an active patient or a prospect.  

To import your list of patients/leads follow the steps below. 

First, you should download our sample CSV file that contains all of the fields you can import.  

Under SETTINGS - IMPORT PATIENT LIST - IMPORT.  At the top click on "Download CSV Template".

Open this file.  See the sample below. 

Now all you need to do is delete the sample data and replace it with your real data.  

💥Make sure you do not edit the header names on ROW 1 (e.g. firstName, lastName, cellPhone, etc.💥

Once your CSV file is ready to import, choose the "Import File" option (see below highlighted in green).  

You will then see your list of patients.  On this screen, you can edit by clicking the edit "pencil" icon.  You can delete a patient by clicking the red trash can.

ChiroSpring has built-in error detection capabilities. When you import the file with errors, most of those errors can be identified. You can cleanse the errors and save your list.

DO NOT IMPORT YOUR FILE MORE THAN ONE TIME. OTHERWISE, YOU WILL CREATE MULTIPLES OF EACH LEAD.

Once you have reviewed your list (image above as an example) and it looks good you must SAVE.  To do this click the blue action button (lower right corner).  Then click "Save". 

Once you click "Save" you will see the message below confirming importing was successful.

Remember, do not import the same list of patients twice or you will get duplicates. 

Prepare your product data: Gather all the necessary information to import into ChiroSpring. This includes product names, descriptions, prices, and quantities.

Log in to your ChiroSpring 360 account using your credentials: Once logged in, navigate to the settings section. This is typically where you can manage and configure various aspects of your database. Locate Import Product. Once on this page, click Download CSV Template*.

*The template acts as a guideline, specifying the required fields and their corresponding format for each product.

Map your product data: Once you have the import template ready, you need to map your product data to the corresponding fields in ChiroSpring. This step ensures that the software correctly understands and assigns the values from your import file to the appropriate product attributes within the system. Review the template and map the relevant columns from your file to the corresponding fields.

Product Name: Product Name
Description: Description of Product
Cost: Charge amount
Retail Price: The amount you pay for the product
Apply Tax: Yes or No answer
Quantity: Number of inventory in stock
Infinite Quantity: Yes or No answer Yes, if you want the system to display a warning when the product inventory is low
Active: Yes or No answer

Validate and Verify the import: Before performing the import, carefully review the mapped fields and ensure they align correctly. No blank fields, each column, and row must have data entered. Pay attention to any warning or error messages provided. These alerts may indicate data inconsistencies or formatting issues that need to be resolved.

Execute the import: Once you're confident in the mapping and data validation, execute the import process by selecting Import File from the Product Import Page. Select the CSV file containing the product on your computer. Expand the action button in the lower right corner of the page and click Save. ChiroSpring will start importing your product. Larger data sets may take longer to import, so be patient while the software processes your product information. Avoid navigating away from the import page until the process is complete.

Review the imported products: After the import completes, verify that your products have been successfully imported into ChiroSpring. Double-check the product names, descriptions, prices, and other relevant details to ensure accuracy. Any adjustments or corrections must be done within the CSV. The file will need to be imported again.

Utilize the imported products: With your products successfully imported into ChiroSpring, you can now start using them within the software. Your product list is nested under the billing section of the sidebar menu.

👀 Check if your old software allows you to export patient balances in a compatible format, such as CSV or Excel. If not, you may need to consult the vendor or consider alternative methods, such as entering data into a neutral format like an Excel spreadsheet.

Log in to your ChiroSpring 360 account using your credentials. Once logged in, navigate to the settings section. This is typically where you can manage and configure various aspects of your database. Locate Import Patient Balances. Once on this page, click Download CSV Template*

*This template specifies the required field and their corresponding format for each patient within your database.

Prepare Data for Import: Once you have successfully exported patient balance data from your previous EHR software, it is important to review and organize the data to ensure accuracy during the import process. Follow these guidelines:

1. Verify Data Integrity: Check for any missing or incomplete information.
2. Enter patient balances into the Balance column of the Patient Balance Template CSV file

Import Patient Balances into ChiroSpring 360. Follow these steps to import patient balances:

1. Launch ChiroSpring 360: Log in to your ChiroSpring 360 account and navigate to the Settings Section.
2. Locate Import Patient Balances
3. Select Import File: Choose the Patient Balance Template CSV file
4. ChiroSpring will start importing your product.

Larger data sets may take longer to import, so be patient while the software processes your product information. Avoid navigating away from the import page until the process is complete.

Verify Imported Data: Once the import is complete, double-check the imported patient balances within ChiroSpring 360 to ensure accuracy. Cross-reference with your previous EHR software's data to confirm successful importation.

To save import expand the action button in the lower right corner of the page and click Save.

If you need assistance Contact ChiroSpring support team for specific guidance.