Admin Panel - Mass Client Import

Transcript:
In this video, we’re going to talk about the Mass Client Import. This information is for Clinical Administrators. 

The Mass Client Import feature allows you to input a list of clients directly into the Client List all at once. It is especially beneficial for onboarding schools who want to save time adding all of their clients into the Client List. 

Before using this feature, we recommend that you complete the following steps: 

1. If you would like to utilize custom fields in the Client List, make sure all of your custom locations, disciplines, and custom field options are set in the Facility tab in the Admin Panel. 
2. Make sure all of your Diagnosis Codes are listed in the Billing module Dx Code Editor. 

After you’ve taken care of that, you’re ready to get stared on the import. The import includes the following steps: downloading a csv file, filling out the client information in the file, and uploading the file into ClinicNote. First, you will need to download the csv file. To do so, click “View Admin Panel” and click on the “Facility” tab. Scroll down to the bottom and click “Download CSV Format.” Save the file locally. 

Now you are ready to fill in all of your client information. Open the saved file. And fill out the cells. This file includes ALL Client List fields, even the ones your clinic might be “hiding” in the Client List. 

A few items to call attention to: 

• Any gender that is listed in the Gender cell that is not one of the dropdown options (Male, Female, Unknown, Non-binary, Decline to answer) will efault to “Non-binary” and will fill in the listed gender under “I identify my gender in another way.” If the gender field is left blank, it will populate as “Unspecified.” 
• In order for the Diagnosis to populate, you must type in the code here, not just the name. 
• In order for the Discipline, Location, and Custom Field to populate, you must choose from the options you set up in the Admin Panel that we took care of in the pre-steps. You can type multiple disciplines, locations, and custom field options in this cell. 
• In order for the Insurance provider to populate, you must type it as it appears on the list that is linked in the text below. This list is provided by our clearinghouse, Ability. 

Once you have your clients added in, download it as a CSV file. Save it locally. Now you’re ready to import. Click “View Admin Panel” and click on the “Facility” tab. Click “Choose File” and select the file you just saved. Click “Verify.” Here you will be able to preview your clients before they are added to the Client List. 

You may receive some warnings here. Please rectify these items before importing the list. First, clear this list to remove it. Then return to your csv file and make the necessary corrections. Re-save your csv file and then select the updated file by clicking “Choose File.” Once you have verified and there are no warnings, click “Import.” Once imported, you can find your clients in the Client List.
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