zHealth Patient Import Guide & Information

zHealth Patient Import Guide & Information

We have attached a sample file for a patient import (check the attachment below) which provides the available data points zHealth is able to accept. All data imports need to have one row for the patient followed by columns of data. Spreadsheets in the correct format (and order of rows) can be immediately imported into zHealth. Columns not in the correct order require manual manipulation. Spreadsheets not in a row/column format will not be able to be imported (example: PDFs or Word documents).

 

By default, zHealth will ignore importing duplicates if the first name, last name, DOB, and first line of the address are different. Inquire with your dedicated Customer Success Specialist if your clinic would like to import duplicates as custom modifications would need to be made.

 

Once all data is collected in a spreadsheet (.csv or .xls), password protect it and email it to support@zHealthEHR.com and a ticket will be created for the Technical Operations & Support Team to perform the data import. Please note, the exact data (other than the below mentioned system defaults for mandatory fields) from your spreadsheet will be uploaded into the portal ‘as-is.’ zHealth will not be manipulating or cleaning the data provided from previous software systems. 

 

Here are the available fields available to import:

  1. PATIENT_TEMP_ID  

  2. FIRST_NAME

  3. LAST_NAME

  4. MIDDLE_NAME

  5. ADDRESS_LINE1

  6. ADDRESS_LINE2

  7. CITY

  8. STATE

  9. ZIP_CODE

  10. HOME_NUMBER

  11. CELL_NUMBER

  12. WORK_NUMBER

  13. BIRTH_DATE_TIME (YYYY-MM-DD or MM-DD-YYYY)

  14. SEX

  15. EMAIL_ID

  16. INSURANCE_NAME

  17. ADDRESS

  18. CITY

  19. STATE

  20. ZIP_CODE

  21. PHONE_NUMBER

  22. MEMBERSHIP_ID

  23. GROUP_ID

  24. INSURANCE_PLAN

  25. BILLING_TYPE (Paper/EDI)

  26. PAYOR_ID

  27. INSURED_FIRST_NAME

  28. INSURED_LAST_NAME

  29. SECONDARY_INSURANCE_NAME

  30. SECONDARY_INSURANCE_ADDRESS

  31. SECONDARY_INSURANCE_CITY

  32. SECONDARY_INSURANCE_STATE

  33. SECONDARY_INSURANCE_ZIP_CODE

  34. SECONDARY_INSURANCE_PHONE_NUMBER

  35. SECONDARY_INSURANCE_MEMBERSHIP_ID

  36. SECONDARY_INSURANCE_GROUP_ID

  37. SECONDARY_INSURANCE_INSURANCE_PLAN

  38. SECONDARY_INSURANCE_BILLING_TYPE (Paper/EDI)

  39. SECONDARY_INSURANCE_PAYOR_ID

  40. SECONDARY_INSURANCE_INSURED_FIRST_NAME

  41. SECONDARY_INSURANCE_INSURED_LAST_NAME

 

Please note the following data rules and requirements for these fields. 

  • Three (3) mandatory fields are

    • Name (First and Last): If EITHER first or last is missing, the system default will be to populate first as the last or last as the first. If the record is missing both, the row will not be imported.

    • DOB (Date of Birth): Format either “YYYY-MM-DD” or “MM-DD-YYYY.” If not provided the system default will be "1/1/1900"

      • These records can be searched through the advanced search feature by typing “1/1/1900” in the DOB field.

    • Sex: If not provided the system default will be "male"

  • Additional fields

  • Patient Temp ID (Patient #): zHealth starts patient records at 000001. If populating this field from an import, we recommend numeric data only. We accept alphanumeric data for imports, however, new patient numbers are auto populated in sequential order and numeric only. Patient records created after the import will succeed in order after the highest number (example, if your highest value after import is 1,456 the next patient created in the software will be 1,457).

  • Phone Numbers: zHealth accepts 3 different phone numbers (Mobile, Home, Work). Please note which phone numbers you’d like in which fields (ex. Phone1, Phone2, Phone3). Phone numbers need to be 10 digits to map properly.

  • Address: If submitting claims, home address is required so zHealth recommends bringing this data over.

    • Address 1: Alphanumeric

    • Address 2: Alphanumeric

    • City: If City is blank, Address and State will not populate at this time

    • State: State needs to be one of the two-character US state abbreviations or it won't import (e.g. CA, not Calif or California or CL).

    • Zip: Up to 10 characters allowed. Hyphens are allowed (ex. 12345-9876)

  • Insurance: zHealth can import insurance company data as well as patient’s specific insurance (primary and secondary).. 

    • If bringing over the patient's insurance data, zHealth will need the following 3 fields for Primary (and secondary if applicable): 

      • Name of the Insurance Company, 

      • Member ID, and 

      • Group ID

    • Additional insurance fields are accepted as well:

      • Insurer’s First Name

      • Insurer’s Last Name

      • Plan

    • Insurance Company Data: The following fields can be supplied to populate the master insurance list:

      • Company Name (same field as above)

      • Address (Address, City, State, Zip)

      • Phone

      • Billing Type (EDI or Paper)

      • Payor ID (5-digit unique identifier)