Bulk import is disabled for free trials; please contact the customer support team if you'd like to enable the import feature during a free trial.
The import feature allows you to add multiple clients to your account quickly. By using a spreadsheet, you can import essential client demographic data including name, email address, mailing address, tags, insurance policies, and more.
- Getting Started
- Uploading a CSV
- Mapping Columns to Fields in the Client File
- Client Portal Access and Journal Access
- Handling Duplicate Clients
- Viewing Your Import History
- Migrating to Practice Better
Getting Started
To initiate the client import process, follow these steps:
- Go to your My Clients page.
- Click the Fast Action Button in the bottom-right corner and select Import clients
Uploading a CSV
Bulk import is disabled for free trials; please contact the customer support team if you'd like to enable the import feature during a free trial.
To upload your client data:
Prepare a CSV File: Ensure your spreadsheet contains client demographic information organized into columns. Each column must have a header identifying the data it contains.
In the Import Clients popup, click Select a file to choose a CSV file from your device.
Optionally, click Download template in the bottom-left corner of the popup to see an example of a CSV you'll need to provide.
Convert another Format to CSV
If your client data is in a different format (e.g., Excel or Numbers), convert it to CSV. Refer to these articles for assistance:
Additional fields will appear after selecting your file. Modify the import name if necessary and specify the date format for dates of birth and other date fields.
Provide a placeholder for clients missing first and/or last names.
Click Next to continue.
Mapping Columns to Fields in the Client File
In this step, you will map your CSV columns to the appropriate fields in the client file:
- Review the mapping table, which displays:
- Column headers/names from your CSV
- Sample data from the first three rows for each column
- A Destination Field picklist next to each column
- Assign each required CSV column to a destination field. You can choose Not mapped from the picklist to skip any column during the import.
- Click Next after mapping all required columns. The system will validate your mappings and notify you of any necessary changes.
Available Destination Fields
| Destination Field | Notes |
|
Client/Patient ID |
A client identifier from your previous EHR/tool. This may be useful if you also require documents to be imported for these clients. |
| Title | e.g. Mr., Mrs. Dr. |
| First Name | This field is required |
| Last Name | This field is required |
| Full Name | Use this field if separate first/last name columns are unavailable. |
| Middle Name | |
| Preferred Name | |
| Pronouns | |
| Email Address | This field is required |
| Date of Birth (DOB) | Ensure these dates match the format provided in Step 4 |
| Home Phone | |
| Mobile Phone | |
| Work Phone | |
| Address (Street Unit, City, State, Postal Code, Country) | Ensure the Province/State code is specified, e.g. CA for California. The Country should also be specified in a 2-letter code format. |
| Occupation | |
| Work Hours per Week | |
| Gender | e.g. man, woman, non-binary, m, f |
| Relationship Status | e.g. single, married, common-law |
| Referred By | |
| Tags | e.g. "Nutrition Clients". Up to 20 tags separated by comma or semi-colon. |
| Emergency Contact | First and last names must be provided |
| Healthcare Provider | e.g. a family doctor. First and last names must be specified |
| Insurance Policy 1 | A payer name must be provided |
| Insurance Policy 2 | A payer name must be provided |
| Diagnosis Codes | ICD.10 codes. Up to 20 codes separated by common or semi-colon. |
| Notes | Additional notes to include in the client's Basic Information page. |
| Deactivated | e.g. TRUE or Yes. Learn more about deactivated clients. |
Client Portal Invitations and Journal Access
During the import process, you can also choose to:
- Send invitations to clients for accessing the Client Portal.
- Provide access to the Food and/or Lifestyle Journals.
- If you wish to send invitations or grant journal access, create a column in your CSV for each option.
- Choose Don't send invitations to any imported clients or Don't give journal access to any imported clients if you wish to skip these steps.
- Click Next to continue to the Submit step.
- Before finalizing, review any warnings or instructions provided.
- Click Submit to begin the import process.
After you have added your clients, you choose to also upload their documents into their client records.
Handling Duplicate Clients
No two clients can share the same email address unless they are part of a Family Record. Clients with the same name and email address will be ignored during the import.
A family record will be created if a client shares an email address but has a different name.
Viewing Your Import History
You can continue using your portal while your import is processed in the background. A notification will be sent once the import is complete.
Access Import History:
- To review the import results (e.g., which clients were imported or skipped), go to your My Clients page.
- Click the three dots next to the search bar and select View Import History from the options provided.
Migrating to Practice Better
Would you like to have white-glove assistance importing your clients?
If you're ready to transition to Practice Better, we offer expert assistance for a seamless migration process at no cost to you.
Follow this link to get started: Switch your EHR to Practice Better
Migration Overview:
- Complete the form linked above to begin the migration process.
- Our friendly team of helpers will guide you through obtaining and importing your data into Practice Better.
- Get up and running quickly, seeing clients with minimal disruption and downtime.