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Data Migration Step 2: Importing charts, consults, and/or patient invoices

Updated

If you wish, once the patient import process is complete (per this guide), you can proceed with importing any past charts, consults, and/or patient invoices, outlined below.

We perform this import for you!

Follow the steps below to share all the necessary documents with us for a seamless import.

Reminder: Patient list must be imported first (see this guide for more information)

Getting started

1. Get my secure upload link: To start, you need your secure clinic upload link.

Copy and paste the email template below into your email, add what you would like to import, and send it to support@embodiaapp.com. 

Email template: 

Subject:    Secure clinic file upload link for data migration

Body:      “Hello Embodia Support Team,

     Could you please send me my secure clinic file upload link for data migration? I would like to import __________.

    Thank you."

2. Choose what to import: 

  • If you want to import past consults, follow Part A.
  • If you want to import patient charts, follow Part B. 
  • If you want to import patient invoices, follow Part C.
  • If you’re importing all three, please complete steps A, B, and C and upload all at once.


Part A - Importing past consults

1. Prepare your CSV file: To import your charts, please make sure you have a CSV file that includes the following columns. A typical CSV will have a row for each file that needs to be uploaded.

Ensure your CSV file includes these columns:

  • Column(s) to uniquely identify the patient (preferably the unique identifier from the previous system) 
  • Column(s) to identify the practitioner (if the clinic has multiple practitioners)
  • Consult date and start time
  • Consult end time (or duration) 
  • The name of the service (this should correspond to a service set up on your Embodia account)

2. Upload your CSV:
Use the secure clinic upload link you received from the Embodia team to upload your CSV file (if you have not received your upload link, please return to step 1 above: Get my secure upload link).

3. Wait for confirmation:
Data migration usually takes a few days. We will email you once everything has been uploaded or if there are any issues.

Part B - Importing patient charts

1. Export your patient charts:
Make sure your previous system allows you to export patient charts as PDFs. 

2. Prepare your CSV file: To import your charts, please make sure you have a CSV file that includes the following columns. A typical CSV will have a row for each file that needs to be uploaded. 

Ensure your CSV contains the following columns: 

  • Column(s) to uniquely identify the patient (preferably the unique identifier from the previous system)  
  • Column(s) to uniquely identify the practitioner (if the clinic has multiple practitioners)
  • Date of the chart entry
  • Timestamp of when the chart entry was signed/finalized
  • Exact file name of the exported patient chart (including the file extension, “.pdf”)

3. Upload your files (if you have not received your upload link, please return to step 1 above: Get my secure upload link):

  1. Place all the chart PDFs in one folder, compress that folder to a ZIP file, then upload the zip file to your secure clinic upload link 

  2. Upload the CSV file to your secure clinic upload link

4. Wait for confirmation:
Data migration generally takes a few days. We will notify you once everything has been uploaded or if there are any issues.

Part C - Importing patient invoices

Patient list and consults must be imported first: If you are importing different things at different times, it’s important that the patient list and existing consults are imported before invoices. Learn about importing patients in this guide.

1. Prepare your CSV file: Ensure your CSV file includes these columns:

  • Column(s) to uniquely identify the patient 
  • Column(s) to identify the practitioner
  • Column(s) to identify the consult associated with this invoice (consults need to be imported to Embodia first)
  • Invoice date
  • Subtotal of the invoice
  • Taxes (if applicable)
  • Subtotal of the payment
  • Taxes of the payment (if applicable)
  • Payment date

2. Upload your CSV:
Use the secure clinic upload link you received from the Embodia team to upload your CSV file (if you have not received your upload link, please return to step 1 above: Get my secure upload link).

3. Wait for confirmation:
Data migration usually takes a few days. We will email you once everything has been uploaded or if there are any issues.

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