Preparing Your Data for Import into PatientNow
Welcome to PatientNow! We’re excited to support you in bringing your practice’s data into our system for a smooth onboarding experience. This guide provides everything you need to know about preparing and importing your data successfully.
Getting Started with Data Imports
What We Import
PatientNow can import the following types of data into our platform:
Client Lists
Employee Lists
Retail Products
Services
Gift Cards/Certificates
Client Memos
Retail & Service Sales History
Future Appointments
Account Balances
Memberships
Medical Histories (e.g., Allergies, Injections, Medications, Surgeries)
Important: PatientNow does not export data from your previous vendor, verify the integrity of your data, or provide data manipulation services. It is your responsibility to ensure the data is accurate and formatted correctly.
Providing Your Data to PatientNow
File Format Requirements
To ensure seamless data import, follow these guidelines when providing your data to PatientNow:
Accepted File Formats: Data must be provided in Excel-compatible formats (.xlsx, .xls, .csv).
Separate Files: Each data type should be saved as a separate file and clearly labeled (e.g., MyMedSpa_Clients, MyMedSpa_Services).
Headers: Label the column headings of the CSV or Excel file with the corresponding data fields to ensure that all your data lands smoothly into PatientNow.
Formatting Rules:
Service Times: Enter times in minutes (e.g., 1.5 hours = 90 minutes).
Dates: Use the format MM/DD/YYYY (e.g., 04/18/2024).
Single Cells: Ensure each data item is contained in a single cell.
Unique Identifiers: All data must have an indicator as to how/what patient to link the file to (Patient ID, Index File)
Use the Downloadable Template
We’ve provided a comprehensive PatientNow Import Template to help you organize your data correctly. You can download the template here and review the specific fields available for import.
Best Practices for a Smooth Import
Prepare Early: Begin organizing and formatting your data as soon as possible after your first onboarding call.
Follow the Template: Use the provided template to ensure your data matches the required format.
Double-Check Accuracy: Verify all data before submitting it for import. Errors in your file could delay the process.
Label Clearly: Name files logically for easy identification (e.g., Client_List, Future_Appointments).
Pro Tip: The sooner we receive your completed data files, the faster we can get your system up and running!
Happy importing, and welcome to the PatientNow family! 🎉