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Kareo Help Center

Import Patient Demographics

Updated: 10/22/2021
Views: 19733

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.

  • 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're using paper charts or can't access your patient demographic data digitally, enter the data into this spreadsheet template to create your file.
  • 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.
  • Patient Demographic Table outlines the requirements for accepted data formats.

Step 2: Import your file

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

  1. Hover over the User icon and click on Practice Settings. The Practice Settings page opens.
  2. Click Data Management . Additional setting options expands.
  3. Click Import Demographics. The Upload Patient Demographics File page opens.
  4. Either drag and drop your file to the upload box or browse for the file.
  5. Click Upload file.
Platform_ImportDemographics_Import.png

Review Patient Demographics File

To properly import your patient data, your data categories must match the Kareo categories. This ensures your patient data is populated in the correct sections of the patient chart.

  1. Click and drag the label from the left fields to the matching fields on the right. 
    • 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.
  2. When finished matching labels, click Import my patients. The data is uploaded and the Import Results page displays.
    • Successful: The results display the total number of patients that were successfully imported.
    • 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.
    • Errors: If a patient has one or more errors in their demographic data, that patient is marked as an error and their data is not imported. Click the number under Errors to download a summary spreadsheet of all error patients, their original data, and a new column summarizing the errors for each.
Platform_ImportDemographics_Review.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 number under Errors to download the summary of error patients.
Platform_ImportDemographics_Errors.png
  1. Open the Error file and review the error message in the left column for each patient.
  2. Correct the data errors where possible and save the new file.
  3. Resubmit the file through the Patient Demographic Importer.
Platform_Data_Import_Demo_ErrorFile.png

Having Problems?

If you’ve confirmed that your demographic data file conforms to our required specifications and are still having problems, contact our Support Team for further assistance.

Patient Demographics

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. [email protected]
SSN SSN must be numeric and 9 digits only. 111-22-3333 or 111223333

* indicates a required field.

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