How to Bulk Upload Patients

To get started, you'll want to export your patient list from your existing platform. Once you have that file ready, make sure you have the following required fields included: first name, last name, email, and gender. Don't worry if you're missing some information—fields like date of birth and phone number are optional, so you'll be able to update those later once the patient profile is created in EMRG. Your patients will be in your EMRG clinic within 48 hours after upload. If you need help exporting your patient list from your current system, your success manager can provide guidance.

Step-by-Step Process

1. Navigate to "Clinic Settings" under "Clinic Management"

Clinic Settings

2. Click "Download Template" to review a template for how to format your patient list to expedite a bulk upload.

Download Template

3. Click "patient_import_template (1).csv"

Template File

4. Review the required and optional columns for your patient list

The system accepts the following columns. See the sections below for detailed field requirements and naming flexibility.

Required Columns

Required Fields

The following fields must be included in your upload file:

• first_name - Patient's first name
• last_name - Patient's last name
• email - Patient's email address
• gender - Patient's gender (see Gender Field Guidelines below)

Optional Fields

The following fields are optional but recommended:

• date_of_birth or dob - Patient's date of birth in format YYYY-MM-DD (e.g., 1985-03-15)
• phone_number or phone - Patient's phone number

Gender Field Guidelines

The gender field is required but accepts flexible values:

• Recommended values: Male, Female, Other, Unknown
• Also accepted: M, F, or any other text value
• Handling unknown gender: If the patient's gender is unknown, use "Unknown" or "Other"
• The system normalizes gender values automatically for integration with external systems

Column Naming Flexibility

The system accepts multiple column name formats for your convenience:

• Date of birth: Use either dob or date_of_birth
• Phone: Use either phone or phone_number

File Format Requirements

• Accepted formats: CSV or XLSX
• File size limit: Under 50MB

5. Once you have a patient list formatted like the template, click the box that says "Click to Upload File" and select the file for upload.

Upload File

6. Click the "Upload" button.

Upload Button

7. You can see the status of your bulk upload in the bottom table, and you will receive an email when it is complete.

In an effort to ensure that only quality data is uploaded to your clinic, EMRG's IT team reviews the formatting of the upload before proceeding.

Upload Status

8. You will receive an email with the subject "Patient Import Complete" within the next 48 hours with details about the import.

Completion Email

9. Click here

Click Here

10. Back in your EMRG account, you will see the Status updated to "Completed" for your bulk upload with the total count of records uploaded.

Completed Status

Example CSV Template

Here is an example of a properly formatted CSV file for bulk patient upload:

first_name,last_name,email,gender,date_of_birth,phone_number
John,Smith,john.smith@example.com,Male,1985-03-15,555-123-4567
Sarah,Johnson,sarah.j@example.com,Female,1990-07-22,555-234-5678
Michael,Williams,m.williams@example.com,Male,1978-11-30,555-345-6789
Emily,Brown,emily.brown@example.com,Female,1995-01-08,
David,Jones,david.jones@example.com,Unknown,,555-456-7890
Jennifer,Garcia,j.garcia@example.com,Other,1988-09-12,555-567-8901
Robert,Martinez,robert.m@example.com,Male,1982-04-25,555-678-9012
Lisa,Rodriguez,lisa.rodriguez@example.com,Female,,

Example demonstrates:

• Row 4 (Emily): Missing phone number - this is valid
• Row 5 (David): Missing date of birth with gender as "Unknown" - this is valid
• Row 6 (Jennifer): Gender listed as "Other" - this is valid
• Row 8 (Lisa): Missing both phone and DOB - this is valid

Important Notes

• User Permissions: Only users with the clinic_admin role can perform bulk patient uploads
• Processing Time: Patient imports are typically completed within 48 hours
• Data Quality: EMRG's IT team reviews all uploads to ensure data quality and formatting
• Template Format: Use the provided CSV template to ensure your data is formatted correctly
• Required Fields: Make sure all required columns (first_name, last_name, email, gender) are included in your upload file
• Optional Fields: Date of birth and phone number are optional but recommended when available

For additional support with bulk patient uploads, contact your success manager or our support team at support@joinemrg.com.