Versions Compared

Old Version 3

changes.mady.by.user Dan Hynes

Saved on

compared with

New Version 4

changes.mady.by.user Dan Hynes

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...

  • Patient demographics data (required)
  • Insurance data
  • Patient admission data
  • Patient demographics based on insurance and/or facility
  • Encounter data
  • Clinical notes
  • Oregon Patient Measures and Outcomes Tracking System (MOTS) data 
  • Patient CPMS/SLA number
  • DSM-5 codes
  • Primary diagnosis codes
  • DrFirst Rcopia prescription data

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:

  • Format DOB as MM/DD/YYYY
  • Specify M or F for GENDER
  • Format RELATIONSHIP as Father, Mother, Sister, etc
  • Format phone numbers as 123-345-6789

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 fieldsContains additional fields, such as Oregon Health Plan ID. Do NOT import this template first.
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.

...

  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

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.

    Image Added

  5. Click the Lists tab in the left navigation bar.
  6. Review the valid values in the selected list. You enter these values in the template.

    Image Added

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:

    • Format DOB as MM/DD/YYYY
    • Specify M or F for GENDER
    • Format RELATIONSHIP as Father, Mother, Sister, etc
    • Format phone numbers as 123-345-6789
  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.

...