Importing Patient Data into DrCloudEHR

You can import patient data from another 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. You then 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. 

Types of Data You Can Import

You can import the following types of data into DrCloudEHR:

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

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

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.