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Kareo Help Center

Import Patient Demographics

Kareo provides an easy way to import your patient demographic data. The import process involves preparing a data file, uploading it, matching field labels, and validating the import results.

Step 1: Prepare your import file

To upload patient demographic data, you must first prepare the import file.

  1. Locate your patient demographic data or enter the data into a spreadsheet.
  • If you have used an EHR in the past, you can either ask the vendor for an XLS, XLSX, or CSV file with all  of your patient demographic data, or you may be able to export the information yourself. If you need assistance acquiring your patient demographic data, complete this form and a Kareo representative will contact you.
  • If you're using paper charts or can't access your patient demographic data digitally, enter the data into this spreadsheet template to create your file.

Important Notes

  • Supported file types: XLS, XLSX, CSV
  • The file size cannot exceed 50MB.
  • Only 5,000 patient rows can be imported at one time. If you have more than 5,000, divide your list into multiple files of 5,000 patient rows each.
  • Table 1 outlines the requirements for accepted data formats.

Table 1 - Patient Demographics
(* required fields)

Column Header Field

Format

Example

Medical Record Number (MRN)

Medical Record Number (MRN) must be 25 characters or fewer and can contain numbers, letters or special characters.

168ADE2961

*First Name

First Name cannot contain special characters other than commas, hyphens, periods, apostrophes, parentheses, or quotes.

John

Middle Name

Middle Name cannot contain special characters other than commas, hyphens, periods, apostrophes, parentheses, or quotes.

Jackson

*Last Name

Last Name cannot contain special characters other than commas, hyphens, periods, apostrophes, parentheses, or quotes.

Doe

*Date of Birth

Date of Birth must be formatted as: MM/DD/YYYY, no future dates, and no dates that don't exist.

07/06/2000

*Sex

Sex must be formatted as: Male or M, Female or F, Undifferentiated or U.

F

Address 1

Address 1 cannot contain quotes.

1100 Park Place

Address 2

Address 2 cannot contain quotes.

Apt 300

City

City cannot have quotes or commas.

Irvine

State

State must be two letters or full state name.

CA

*Zip Code

Zip Code must be 5 or 9 digits in length.

94403-0300

*Home Phone

Home phone must be 7 or 10 digits, with optional extension up to four digits.

650-227-1700

Mobile Phone

Mobile phone must be 7 or 10 digits.

650-227-1700

Work Phone

Work phone must be 7 or 10 digits, with optional extension up to four digits.

650-227-1700

Personal Email

Email cannot contain spaces, must have @, and must end in a proper email format.

john.doe@email.com

SSN

SSN must be numeric and 9 digits only.

111-22-3333 or 111223333

 

 

Step 2: Import your file

When your file has been created, you'll be ready to import the patient demographic data into Kareo EHR.

  1. Hover over the User icon in the top right of your screen and click Practice Settings to open the Practice Settings page.
  2. On the Practice Settings page click on Data Management then click Import Demographics on the left menu.
  3. If you have not done so, you must first prepare your import file (see first step above).
  4. Either drag and drop your file to the upload box or browse for the file.
  5. Click Upload file.
ImportPt1.png
  1. Review the patient demographics file: To properly import your patient data, your data categories must match the Kareo categories. This ensures your patient data is added to the correct sections of the patient chart.
  1. Match the categories by dragging the labels on the left to the fields on the right.
  2. If you have the correct data type but are missing information for a given patient, the label displays the label title. Drag the label title to the correct Kareo field and this information will be uploaded for the patient fields that have it populated.
match labels.jpg
  1. When finished matching labels, click Import my patients. The data is uploaded and the Import Results page displays.
  • The results display the total number of patients that were successfully imported, patients deemed as duplicates, and patients rejected due to problems with the data.
  • Duplicates: The criteria used to determine a duplicate is whether a given patient has a matching Social Security Number in your Kareo account. If not, then other demographic data within your spreadsheet is compared to that within your Kareo account.
  • If a patient has one or more errors in his demographic data, that patient is marked as an error and his data is not imported. Click the red number under Errors to download a summary spreadsheet of all error patients, their original data, and a new column summarizing the errors for each.
ImportPt2.png

Step 3: Correct patient data with errors

After each import, the Import Patient Demographics page displays a table with import history information on import date/time, a link to a list of successfully imported records, a link to a list of any duplicate records, and a link to a list of any errors.

Note: Large imports taking more than two minutes to process are marked as "Pending" in the table until the import is complete.

  1. If the import history shows errors, click the red number under Errors to download the summary of error patients.
  2. Review the error message in the left column for each patient.
  3. Correct the data errors where possible and save the new file.
  4. Resubmit the file through the Patient Demographic Importer.

​Having Problems?

If you’ve confirmed that your demographic data file conforms to our required specifications and are still having problems, complete this form and a Kareo representative will contact you.

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