How to import data into Chiro Cat

How to import data into Chiro Cat by CSV

1. Export data from your previous system. Review our Export Guides
2. Format your exported data based on CSV Templates provide on each form.
3. Setup any necessary Appointment Types
4. Users - The internal Users of Chiro Cat such as staff, providers, billers, etc. During import all Users will automatically be set to Staff permission level. These can be changed during onboarding.
   1. Note: The uploader shouldn't upload themselves. Need to test this 💥
      1. I've tested this case out, and, if you specified the exact email it will tell you that the email has been already taken. The email is required also.
   2. Note: This might be done by an office manager
   3. Note: This should be closed down after 'go live' date.

1. Contacts - The patients of a clinic. During the import of Contacts, you must specify the User (the primary Provider). The patients can be viewed and reallocated to different providers after upload.
   
   1. Note: After uploading, if there are any Do Not Contact or Do Not Review
      
      1. If the location has been launched, the contacts will be imported with Texting and Email activated. The Review Invite will also be sent for those patients.
2. Appointments - Any previous or future appointments can be imported. If the name of the Appointment title matches exactly a particular Appointment Type in Chiro Cat it will be used.
   1. Note: Should be able to assign to users (Might not be a Provider yet since we don't
      1. Done
3. Services - Treatment codes or CPT Codes you use to bill insurance or cash patients
   
   

Steps to get to Import Settings

Note: Only the account Owner can upload your import files

1. Go to Settings → Import Data (scroll to the bottom)
2. Follow the order instructions at the top of this screen
3. Click into 'Users' → download the example CSV → Make sure your file matches
4. Preview your document then click Upload
5. Follow the same process for each option: Contacts, Appointments, & Services
   
   1. Contacts - Make sure you have a reference_id (see below)
   2. Appointments - Set up Appointment Types before importing
   3. Services - Can be imported at any time

What is the experience for a users once they are imported?

• Each users will receive a Welcome email from Chiro Cat that will lead them to reset their password.
  • This will happen only if the Account managers choose to reset the password. They will not automatically receive a Welcome email from ChiroCat. @jeff Do you want to add this also ?
• After resetting your password, each users will be sent a Two Factor authentication text message with a code to the phone number provided.
• They can begin using the system depending on their role, these may need to adjusted

What happens after a contact is imported?

• Contact will NOT be automatically texted until you 'go live'
• Once you go live, patients will start to receive Appointment Reminders and links for Intake Forms, as well review requests after their visits. This can be configured in your Settings.

What is a reference_id and how should I use it?

A reference_id is a unique identifier that can be used from a previous system to stitch relationships together. Most softwares will export data with some kind of unique id such as a Patient ID. For example:

• User: Dr. Joe Black, reference_id = 12345 (hint: this could be a User ID)
• Contact: Ben White, reference_id = 98765 (hint: this could be a Patient ID)
• Appointment: title = Adjustment, user_reference_id = 12345, contact_reference_id = 98765
• Services: No reference_id is needed, but each Code needs to be unique

When the import takes place, the user will be stored with the reference_id, then the contact will be stored with the reference_id, and finally when the Appointment is created it will attempt to find the User and Contact to make the correct association.

FAQs:

• Can I import anything else?
  • Appointment Types - No, but this can be quickly configured
  • Rooms - No, but this can be quickly configured
  • Products - No, this varies widely between clinics
  • Diagnostics Codes - No, but we offer a default selection that can be quickly configured
  • Care Packages - No, but this can be quickly configured
  • Fee Schedules - No, but this can be configured manually
  • Accepted Insurance - No, but this can be configured manually
  • Template (aka Macro) - No, but we offer a default selection that can be quickly configured.
• Does an import add or overwrite my data?
  • We ONLY support adding new data. Some data can not be added after you 'go live'
• Do you support importing Patient Insurance Policy information?
  • No, but with Chiro Cat intake forms your Patients will receive a link to update their insurance on their next Appointment. This will help you make sure all insurance information is up-to-date.
• Do you support importing Claims?
  • No, typically an office will set a particular 'go live' date (e.g. April 1st). All claims handled before the 'go live' date will go through the old system. After the 'go live' date, claims will be handled through Chiro Cat.
• Do you import financial data?
  • No, financial data and reporting is very important and is specific to different software. We will NOT move invoices, payments, transactions, reports, etc. We've found it is easiest to align a 'go live' date with an accounting month end close.
• How many contacts can I import at a time?
  • You can import up to 5,000 at a time, but you can import multiple files.
• How many historical appointments should I upload?
  • It supports up to 5,000 Appointments at a time. Typically we find it helpful to have 6-12 months of history and all future appointments.
• What do I do with my old system for HIPAA compliance?

Note: It is your responsibility to maintain historical records according to HIPAA guidelines. You should reach out to a HIPAA consultant or legal advisor if you have any questions or  concerns.

• • This is very specific to your software vendor depending on your vendor's data policy. Some strategies could include:
    • Not upgrading but maintaining an old copy of your system for reference only.
    • As of the 'go live' date take a snapshot of all your data and store a cloud backup
    • Discuss with your previous vendor if they will maintain view-only access for the data that they house.

‍