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Importing Patient Demographics
Ticket: 1230
Created: 1/23/2014
Modified: 12/7/2018
Rating: 100% found this helpful
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If you currently have your patient demographics in electronic form, we can import the data into ICANotes for you at no extra charge.

 

****IMPORTANT****

ICANotes cannot be held responsible for the accuracy of the data you provide. Please ensure that all records are 100% accurate before submitting the file to ICANotes or be prepared to have your staff adjust the information record by record within the ICANotes system.

 

Please create an Excel spreadsheet (*.xls) named “Patient Demographics.xls"

 

The following fields are REQUIRED in your spreadsheet:

 

First Name       should not contain salutation or initials

Last Name       should not contain title or initials

Patient ID        can be any format as long as it is unique

Gender            M, F, O or Male, Female, Other or Man, Woman or Boy, Girl, Person

DOB                1/31/2001 or 1/31/01 or 01/31/2001 or 01/31/01 (if providing a DOB for each patient is a hardship, we will speak to our developers about how to address).

 

 

Fields listed at the base of this message (and found in our template) are optional and may also be imported. Please download our template linked immediately below.

 

Click HERE to download required Spreadsheet Template file with field headings appropriately configured.

 

Submit your file by uploading it to https://upload.icanotes.com/filedrop  After you upload your file to the Dropbox, please send an email notification to ticket@icanotes.com to let us know the file is there, including the following information:

  • Your ICANotes username
  • The name of the file you uploaded
  • Contact person name, email address, and phone number in case we have questions about your data file
  • Desired date for import (must be minimum 2 business days after file submission): mm/dd/yyyy

Our team will review your spreadsheet and contact you if we have any questions. You will receive an email notification as soon as your import is complete.

 

Please note that all imports are final.

 

The following fields are OPTIONAL and may also be imported.  There are no restrictions unless otherwise noted. Please review your spreadsheet before submission and make sure to title your columns exactly as you see them listed:

 

MiddleName           

SocialSecurityNumber

DateEntered            1/31/2001 or 1/31/01 or 01/31/2001 or 01/31/01

Address                  

City                       

State                     

Zip                         

HomePhone             

WorkPhone             

CellPhone            

Pager                       

EmailAddress               

SchoolOrEmployer       

SchoolGrade               

MaritalStatus               

Ethnicity                  

Religion                   

AdditionalNotes  

PrimaryCarePhysicianName

ReferredByName        

EmergencyContact       

EmergencyContactNotes  

InsuranceCompany1       

PolicyNumber1               

GroupNumber1               

InsuranceCompanyTelephoneNumber1   

InsuredFirstName1          

InsuredLastName1           

InsuredMiddleName1       

InsuredDOB1                  

InsuranceCompany2

PolicyNumber2

GroupNumber2

InsuranceCompanyTelephoneNumber2

InsuredFirstName2

InsuredLastName2

InsuredMiddleName2

InsuredDOB2

PharmacyName

PharmacyPhone

PharmacyFax

GuarantorName

GuarantorPhone

GuarantorAddress

GuarantorCity

GuarantorState

GuarantorZip

 

***Any field not listed above may be included into the AdditionalNotes field by naming your desired data to be imported as "AdditionalNotes_YourFieldName", e.g.  AdditionalNotes_BalanceDue . When imported, all the fields you name in that fashion will be merged and will be available in the Miscellaneous Notes in the Demographics page of the patient chart.