You can import patient data from another EHR system into DrCloudEHR. 

To import different types of patient data, you copy the data into Microsoft Excel spreadsheets. After you enter data in a spreadsheet, you save it as a comma separated value (.csv) file, and upload the file to DrCloudEHR. 

The file for each type of data uses a unique format. For example, you use one format to import patient demographics data, another format to import MOTS data, and so on.

You must import patient demographics data into DrCloudEHR first. DrCloudEHR generates a Patient ID (PID) based on the EXTERNALID value you add to the file for each patient. All other data you import for a patient is associated with the Patient ID. 

This topic contains the following sections:

Types of Data You Can Import

You can import the following types of data into DrCloudEHR:

Data Import Templates

Use the templates provided by DrCloudEHR to import data. Each template corresponds to a table in the DrCloudEHR database, and cannot be modified.

Template formatting guidelines:

The key templates are listed below. Columns marked with a red * are required.

TemplateData to Include
Import Patient DemographicsContains patient demographic data. The numeric EXERNALID value is the identifier used in the original EHR system, and is used to generate a new Patient ID (PID) in DrCloudEHR. This template is required, and MUST be the first you import. 
Import Patient Demographics with more layout fieldsEnSoftek recommends that as a general rule, you not use this template to import data.
Import Master InsuranceContains insurance company name and address data.
Import Insurance Data Contains patient insurance coverage data.
Import Admit InformationContains data on patient admittance to a facility or program.
Import Encounter DataContains encounter data to import from another DrCloudEHR instance. Do not use to import encounter data from other EHR vendors.
Import Past Clinical NotesContains clinical notes data for a specific patient.

Data Import Order

To ensure imported data is added to the DrCloudEHR database correctly, you must import the different types of data in a specific order.

Master Data Import Order

Import the spreadsheets containing data in the following order:

  1. Patient Demographics (required)
  2. Insurance Master 
  3. Import DSM-5 Codes
  4. Import CPMS/SLA Number
  5. Primary Diagnostic Codes

Transactional Data Import Order

Transactional data is based on the master data. Import the spreadsheets containing data in the following order:

  1. Medical Problem Information
  2. Insurance Data
  3. Admit Data by External ID
  4. Admit Data by SS Number
  5. Patient Demographics/Insurance/Admit
  6. Encounter Information
  7. Import Patient MOTS
  8. Past Clinical Notes 
  9. DrFirst Rcopia

Verifying Column Values to Enter in Templates

The values you enter in each column in a template must match the values in the list mapped to the column. The list mapped to each column is defined in the Layouts page. If a column contains invalid values, the import will fail.

  1. Click the Administration tab.
  2. Click the Layouts tab in the left navigation bar.
  3. Select the page to view the layout for from the pull down menu.
  4. Find the field value, and then note the List mapped to the field.

    In the image below, the Legal Name column maps to the Titles List.



  5. Click the Lists tab in the left navigation bar.
  6. Review the valid values in the selected list. The value shown in the Title column is the value that must be entered in the template.

Import Data

  1. Click the Administration tab, and then expand the Other tab in the left navigation bar.
  2. Expand the Manage Data tab, and then click the Import Patient Demographics tab.
  3. Copy the column titles from the table shown on the page. Copy only the headers, not the A, B, C, etc.



  4. Open an Excel spreadsheet and copy the titles into the columns in the spreadsheet.



  5. Populate the columns in the spreadsheet with the demographic data for each patient. Columns marked with an asterisk * are required.

    Notes on column value formats:

  6. Save the spreadsheet as a comma separated value (.csv) file.



  7. Click the Choose File button next to and select the .csv file.
  8. Click Import to begin the import process. 
    You can click the View Import Log button to view the status of each import procedure.



  9. Click the tab in the left navigation bar for each additional type of data you want to import, and repeat the same procedure to import the data.