Importing Patient Demographics

Importing Patient Demographics

Index

  • Sections
    • ****IMPORTANT****
    • Please note that all imports are final.

If you have patient demographics in electronic form, ICANotes will import the data for 50+ patients for you at no extra charge. If your caseload contains demographic data for less than 50 patients, we ask that you create these charts manually as needed. If you need help creating a chart in ICANotes, please give us a call at 443-569-8778 or review step by step instructions here: https://icanotes-ehr.na1.teamsupport.com/knowledgeBase/2596969.

If you want your patients show up different assigned clinicians, you need to create multiple spreadsheets for each clinician with their patients listed.

****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. It's a good idea to check the spreadsheet(s) for inaccuracies, such as duplicate patient entries, before submitting as directed below.

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

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 &

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