Using The Import Template (Legacy)

If you are switching to PracticeHub you may have downloaded the import template and be left wondering, what to do next.

The template consists of 5 sheets, all of which can be imported into PracticeHub.
These sheets are  :

  • Patients
  • Appointments
  • Appointment Types
  • Practitioners
  • Locations

If you wish to import patients only, you only need to fill in the Patient sheet.
If you wish to import patients and appointments you will need to fill in all 5 sheets.

Columns must remain where they are, and not be modified.

The appointment datasheet columns link to the other sheets so when the import happens we know which patient the appointment is with, which location the appointment is at, which practitioner the appointment is with and what appointment type the appointment is.

Each of these things is referenced by an ID in the appointment sheet.  For example on column G on the appointment sheet is the appointment type ID.  If you put an ID of 1 here, it will use the appointment type with an ID of 1 on the appointment type sheet.

If you reference wrong IDs it will cause issues with the import i.e. if on the appointment sheet you reference a location or practitioner doesn't exist it will not show up in the diary.

If you need further assistance with any of the information in this article, please get in touch with us and we will help you as much as we can.

Below we will discuss all 5 sheets and give a clear understanding of the format required in every column.

Patient Sheet

The patient sheet holds all the patient demographics such as name, title, contact details etc.  Required fields are Patient ID, first and last name.  Everything else is optional. The below letters relate to the column letter in the template.

A. Patient ID - This must be an alphanumeric string. No symbols can be used such as - or ,. The patient ID must be unique to each patient to prevent conflicts.

B. Title - The patient's title. This field can be left blank if desired. You are only able to use the following titles and must be spelt as listed; Mr, Mrs, Ms, Miss, Master, Sir, Lord, Lady, Dr, Professor, Reverend, Father. You will not need a "." after the title

C-D. First Name & Last Name - Both fields can contain any characters desired. Please place middle names in to the first name field separated by a space and any further surnames in the last name field separated by a space.

E. Email Address - This must contain the entire email address in standard email address format. This field can be left blank if desired.

F. Gender - You may only use the letter F for female and M for male. The system will not accept the full word. Should a patient not want to disclose this, leaving the field blank will not list a gender.

G. Date of Birth - This must be in the format of YYYY-MM-DD. You will not be able to use other symbols such as / or . to separate the date. You must use -. This field can be left blank if desired.

H. Account Balance - This is the patient's balance on file. This field can be left blank if desired.

I. Permanent Note - This field will place a note in the patient's file. The field is a free text space, allowing you to input whatever you desire. This field can be left blank if desired.

J. Status - This column allows only for patients to be marked as Active or Archived. No other statuses are possible. if another status is used, the patient will be skipped on import. If the column is not filled, the patient will be marked as Active.

K-Q. Address Lines 1,2,3, City, Postcode, County, Country - These columns allow for inputting a patient's full address. These fields can be left blank if desired.

R-T. Mobile, Home & Work Telephone Numbers - Must be formatted in your local region format (i.e. UK 07910 123 456).  If they are not formatted properly, it may cause issues with SMS communications. Please ensure all numbers are complete including area codes and are placed in the correct columns to ensure numbers are tagged correctly. Please be advised all numbers will be tagged to the default country of your account. Any international numbers will need to be manually tagged. These fields can be left blank if desired.

U. Preferred Name - Can contain any characters desired.

V. Govt Number - As above

W. Custom Reference - As above

X. Yellow Flags - As above

Y. Red Flags - As above

Z. Chief Complaint - As above

AA. Occupation - As above

Appointment Sheet

The appointment sheet holds all information about historical and future appointments.   All columns on this sheet are required except for appointment note.

A. Appointment ID - This can be an alpha, numeric or both. No symbols can be used such as - or ,. The patient ID must be unique to each patient to prevent conflicts.

B. Patient ID - This must match the Patient's ID from the Patients sheet. Incorrect ID's will cause appointments to either be incorrect or not appear.

C-D. Start Date & End Date - This must be in the format of YYYY-MM-DD HH:MM:SS. You will not be able to use other symbols such as / or . to separate the date. You must use -. The time must be in 24hr.

E-G. Location ID, Practitioner ID & Appointment Type ID - All ID's must relate to the relevant ID's on the Location, Practitioner and Appointment Types sheets. Incorrect ID's will cause appointments to either be incorrect or not appear.

H. Status - The status column must be either Pending, Arrived, Processed, Missed, Cancelled. No other terms are allowed within this field. If the field is left blank, past appointments will be tagged as "Processed" and future tagged as "Pending".

I. Permanent Note - This field will place a note on the specific appointment. The field is a free text space, allowing you to input whatever you desire. This field can be left blank if desired.

Appointment Type Sheet

This sheet holds the details of the types of appointments that you will be able to book in PracticeHub. All columns on this sheet are required except for Colour.

A. Appointment Type ID - This can be an alpha, numeric or both. No symbols can be used such as - or ,. Make sure that the ID's listed on your appointment sheet correspond with these ID's. ID's must be unique.

B. Name - This is the name of your appointment. This is a free text field.

C. Duration - This is the duration of your appointment type in minutes. This must not be less than 5 and must be in denominations of 5 (eg. 5,10,15,20,25)

D. Colour - This must be in Hex format such as #000 (Black). You will not need the ' # '. You can find a colours hex code here. If you do not choose a colour, PracticeHub will use the default colour (a light grey). You can always change this in future if you need to.

Practitioner Sheet

The Practitioner sheet holds the ID name and email address of your practitioners. All columns in this sheet are required. When these are imported, it will create users in your system with the ability for these users to log in.  They will be set inactive to begin with so they cannot log in until you set up your security roles and permissions.

A. Practitioner ID - This can be an alpha, numeric or both. No symbols can be used such as - or ,. Make sure that the ID's listed on your appointment sheet correspond with these ID's. ID's must be unique.

B-C. Practitioner First Name & Last Name - Both fields can contain any characters desired. Please place middle names in to the first name field separated by a space and any further surnames in the last name field separated by a space.

D. Email Address - This must contain the entire email address in standard email address format. The email address you list will be their log-in email address so please ensure it is an account whereby the user can access.

Location Sheet

The location sheet is used for you to include your clinic address(es)   Required fields are Location ID and name.  Everything else is optional.

A. Location ID - This can be an alpha, numeric or both. No symbols can be used such as - or ,. Make sure that the ID's listed on your appointment sheet correspond with these ID's. ID's must be unique.

B. Clinic Name -  Enter your desired clinic name. This field can contain any characters.

C-I. Address Lines 1,2,3, City, Postcode, County, Country - These columns allow for inputting your clinic's full address. These fields can be left blank if desired.

J. Telephone Number - The telephone number of your clinic. This must be in the correct format using full area code. This field can be left blank if desired.

K. Email Address - The email address of your clinic. This must contain the entire email address in standard email address format. This field can be left blank if desired.

L. Website - The website or page of your clinic. Ensure to include the full weblink including "https://". This field can be left blank if desired.

Sending your data to us

When your data is ready to send to us, we would highly recommend using a password to protect the .xlsx file. We recommend sending the entire template, not separate sheets. Alternatively, if you use Dropbox, files can be securely shared via Dropbox also. If you are emailing your password protected data, please email this to help@practicehub.io. 

Further Assistance

Should you require further help with the template or have any questions, please do not hesitate to contact us and we will do our best to assist!

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Still need help? Contact Us Contact Us