Help / Admin & billing

Onboard a practice with the Practice Onboarding importer

Bring an incoming practice's patients and chart data into Medipyxis with the Practice Onboarding importer — a guided, 9-step CSV pipeline in the Administrator area (/administrator/practice-onboarding). Each step is an upload → map → confirm → import flow, and steps unlock in dependency order.

Need the exact CSV columns and validation rules? See Practice Data Import CSV templates and column reference for the complete column-by-column breakdown of all 9 templates, including the prior_ehr_* duplicate-handling fields and the 8 consent_* patient consent attestation columns.

Before you start

• You need the admin role and an active facility selected.
• Export the incoming practice's data as CSV files — one file per domain (patients, insurance, medications, allergies, comorbidities, emergency contacts, wounds, and visit history). Each step provides a downloadable CSV template on its upload screen.
• Format all dates as YYYY-MM-DD (recommended) so regional spreadsheet settings never mix MM/DD/YYYY and DD/MM/YYYY in the same file. Calendar rollover dates such as 2026-02-31 are rejected before write.

The 9 import steps

Steps unlock as their prerequisites complete. Patients is always first because every downstream step links records to the patients you imported via patient_uid.

Step	Imports	Unlocks after	Produces ID
1	Patients (patient_import_template.csv)	— (start here)	patient_uid
2	Insurance (insurance_import_template.csv)	Patients	—
3	Medications (medications_import_template.csv)	Patients	—
4	Allergies (allergies_import_template.csv)	Patients	—
5	Comorbidities (comorbidities_import_template.csv)	Patients	—
6	Emergency Contacts (contacts_import_template.csv)	Patients	—
7	Wounds (wounds_import_template.csv — read-only history)	Patients	wound_uid
8	Documents & Historical Wound Photos (documents_import_template.csv)	Patients (and Step 7 Wounds when linking wound_uid / wound_id)	—
9	Visit History (visit_history_import_template.csv — read-only history)	Wounds	—

Import a step

1. In the sidebar, go to Administrator → Practice Onboarding (/administrator/practice-onboarding).
2. Review the Overall Progress bar and click Start (or Import More) on 1. Patients.
3. Upload — Download patient_import_template.csv if needed, then drag-and-drop or select your CSV file.
   • To carry over prior EHR chart numbers and prevent duplicate charts on re-import, fill in prior_ehr_system and prior_ehr_mrn (and use duplicate_decision with an existing patient_uid or NEW if two patients share the same name and date of birth).
   • To attest that your practice already holds its own signed treatment and billing consent form for a patient, set consent_on_file to yes and optionally fill in consent_signed_on, consent_signer_capacity (patient, poa, or surrogate), consent_signer_name, consent_witnessed, consent_location, consent_photo, and consent_npp_acknowledged. If consent_on_file is blank or no, no consent is recorded and the other 7 consent_* columns are ignored. Never use a nursing facility's admission paperwork for consent_on_file = yes.
4. Map Columns — Match each column from your CSV to the corresponding Medipyxis field. Columns that match the template header names are mapped automatically.
5. Confirm — Inspect the parsed rows, check the blue date-interpretation preflight banner, and fix any validation errors inline (or skip invalid rows) before importing.
6. Results & patient_uid download — Review the counts of Imported, Skipped (existing), Warnings (Needs Follow-Up), and Errors. Click Download Results CSV to save patients_import_results.csv containing each patient's generated patient_uid.
   • You can also re-download patients_import_results.csv (and Step 7's wounds_import_results.csv) anytime later directly from the completed Patients or Wounds step card on /administrator/practice-onboarding (Download results CSV), even after clicking Done or switching devices.
7. Click Back to Overview (or Done) and repeat the flow for steps 2–9 as each step unlocks. Re-uploading a file is idempotent: existing records are counted as Skipped without creating duplicates.

Start with Patients and import it cleanly before the dependent steps — every other record type links to patient_uid. Import Step 7 — Wounds before Step 8 — Documents & Historical Wound Photos and Step 9 — Visit History so wound photos, wound-linked documents, and historical visits can attach to wound_uid (or wound_id).

Result

The practice's patients, coverage, clinical history, wounds, and prior visits are in Medipyxis, ready for scheduling and documentation. Prior EHR documents and historical wound photos imported in Step 8 are stored in private buckets (patient-documents and wound-images) and tagged as historical records (prior_ehr_record = true), and imported wounds (Step 7) and visits (Step 9) are read-only history (wound_import_history and visit_import_history): they can be seen on the patient's record for clinical context but cannot be edited, signed, or billed. Import batches are tracked per facility so you can review what was loaded.

• Column-by-column specification: Practice Data Import CSV templates and column reference
• See it on screen: How do I move my practice's patient data into Medipyxis? (a short silent video with a text description)

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