Import Patient Identifiers

Import a list of new patient identifiers from a new EMR system, so that PatientSecure makes the association between the new identifier and an existing identifier. Add patient identifiers to patients in PatientSecure by uploading a spreadsheet with the patient identifier information.

Before You Begin

Before you begin, review the following:

  • File formats: CSV, XLS, XLSX.

  • File size limit: 50 MB or 75,000 rows

    If the file exceeds the file size or row limit, split it into multiple files and import separately.

  • File contents: The import file meets the following conditions:

    • One column acts as the lookup identifier.

    • One columns contains the patient identifier to add to PatientSecure.

    • Only the first sheet of the file is uploaded. Blank rows and columns containing other types of data (names, dates) will be ignored.

    • If you have Organizations enabled in your PatientSecure environment, you must have HL7 senders and triggers for the identifiers you are importing before you set up this import process.

      PatientSecure needs to send HL7 messages to the appropriate hospital systems when the identifiers are imported.

TIP:

Run an Enrollments Extract report to verify the active enrollments against the new patient identifiers you want to import.

To import patient identifiers:

  1. From the Admin Console menu, select Troubleshooting > Import Patient Identifiers.

    The Import Patient Identifiers page opens. The page displays a list of all pending and historic jobs, including the date, file name and status or result.

  2. Click Start new import.

  3. Click Browse to select a data source file.

  4. Specify column numbers and corresponding patient identifier tags.

    1. Select a column number from the drop-down list.

      This is a patient identifier that already exists and that PatientSecure will use to look up the patient.

      CAUTION:

      Take care when selecting the correct column number, or the wrong patient identifiers could be added.

      If a cell in the given column is blank, the whole row is skipped.

    2. Select a lookup patient identifier from the Tag drop-down list.

    3. Specify one column as the lookup column.

      To select a column as the lookup, select Set as lookup column and click the checkmark.

      This will map to a patient identifier that does not exist in patient records.

      TIP:

      If you are adding more than one patient identifier, configure each one in a separate import.

      For example, configure PVID as the lookup column and MRN as the column for the patient identifier to be added. After this import is complete, configure a separate import using PVID as the lookup column and CPI as the column to add.

  5. Select the start row. Type a row number to start from in the Rows box.

  6. Click Process Import.

    The Import Patient Identifiers status page opens, displaying the progress of the import.

  7. Click Refresh to update the status.

    Cancel the import by clicking Cancel import. It may take some time for the process to finish.

  8. To view details of the import, click the selected row.