Practice Management Data Migration (Basic Package)

Specifications

This internal document informs the client and the account manager what the data type requirements are for each data set that we can import.

Data Field Requirements

Following are instructions for using the data field specifications below for the indicated data types. All file formats should be in (.csv) or (.xls) The Notes column contains any specific business rule(s) for the input file. Required indicates the minimum fields for a migration (more is ALWAYS better). The order of the data columns is essential to the import routine and should exactly match the table below.

Patient Demographics

Column Name Notes Required
Patient Unique ID* Must be a UNIQUE Numeric value –123456 (Account #) Yes
Patient First Name Patient First Name Yes
Patient Middle Name Patient Middle Name No
Patient Last Name Patient Last Name Yes
Chart Number* This alphanumeric value doesn’t have to be unique – DEF456 Yes
Patient Address 1 Apartment number, or Suite – No punctuation is allowed Yes
Patient Address 2 Street address or PO Box – No punctuation allowed No
Patient City City – Salt Lake City No
Patient State State – UT (Must be 2 characters) Yes
Patient Zip code Zip Code – 84121-0049 Yes
Patient Country Country No
Patient Home Phone Home Phone Number – 8015555555 (7 or 10 Characters long) No
Patient Cell Phone Cell Phone Number – 8015555555 (7 or 10 Characters long) No
Patient Work Phone Work Phone Number – 8015555555 (7 or 10 Characters long) No
Patient Work Ext Work Extension – 123 No
Patient Other Other Phone Number – 8015555555 (7 or 10 Characters long) No
Patient Phone Type Phone Type (Preferred phone type i.e Cell, Home, etc) No
Patient Email Email Address – name@email.com No
Patient Date of Birth Birth Date – mm/dd/yyyy(This is the required format) Yes
Active Patient Active or Inactive No
Patient Social Sec No Social Sec Num – 555555555 (9 Digits – No Punctuation) No
Patient Attending Physician Primary Care Physician Name Yes
Patient Marital Status Married, Single, Divorced, etc Yes
Patient Sex Gender of patient – M=Male, F=Female, or U=Unknown (Default) Yes
Referred by Referring Physician No
Facility Default facility name No

 

Appointments

Column Name Notes Required
Patient Unique ID* Must be a UNIQUE Numeric value –123456 (Account #) Yes
Patient First Name Patient First Name Yes
Patient Middle Name Patient Middle Name No
Patient Last Name Patient Last Name Yes
Doctor Name Doctor that is assigned to the appointment Yes
Start Time Appointment start time Yes
Start Date Appointment start date Yes
Comments Appointment notes or comments No
End Time Appointment End time No
End Date Appointment End date No
Duration Duration (in numbers) of the appointment Yes
Facility ID Location where the appointment takes place Yes
Procedure Procedure to be performed in the appointment. Also called appointment type Yes
Appointment Status Appointment Status (Confirmed, Cancelled, etc) No

 

Recalls

Column Name Notes Required
Patient Unique ID* Must be a UNIQUE Numeric value –123456 (Account #) Yes
Patient First Name Patient First Name Yes
Patient Middle Name Patient Middle Name No
Patient Last Name Patient Last Name Yes
Recall Date Recall date Yes
Procedure Procedure to be performed in the appointment. Also called appointment type Yes
Staff Name Name of the staff who created/booked the recall No

 

Referring Physicians

Column Name Notes Required
First Name Physician First Name Yes
Middle Name Physician Middle Name No
Last Name Physician Last Name Yes
Title Physician Title No
Physician Address 1 Apartment number, or Suite – No punctuation is allowed No
Physician Address 2 Street address or PO Box – No punctuation allowed No
Physician City City – Salt Lake City No
Physician State State – UT (Must be 2 characters) No
Physician Zip code Zip Code – 84121-0049 No
NPI Physician NPI Yes
Taxonomy Code Physician Taxonomy Code No
Physician Cell Phone Cell Phone Number – 8015555555 (7 or 10 Characters long) No
Physician Work Phone Work Phone Number – 8015555555 (7 or 10 Characters long) No
Physician Work Ext Work Extension – 123 No
Physician Fax Fax Phone Number – 8015555555 (7 or 10 Characters long) No
Physician Email Email Address – name@email.com No

 

Insurance Carriers

Column Name Notes Required
Carrier Unique ID Unique Numeric code that identifies the Carrier – 123 Yes
Carrier Code Unique Alphanumeric code that identifies the Carrier – CIG00 No
Carrier Name Name of the Carrier – CIGNA Yes
Contact Name Name of the contact for the Carrier No
Address 1 The Suite number – No punctuation allowed No
Address 2 The street address or PO Box – No punctuation allowed No
City City – Salt Lake City No
State State code (two-letter postal, i.e. UT) No
Zip Code Zip code (5 or 10 character zip) – 84121-0049 No
Prov Rel Phone Number Provider Relations Phone Number – 8005555555 (7 or 10 Characters) No
Prov Rel Phone Ext Provider Relations Phone Extension – 123 Yes
Fax Number Fax Number – 8005555555 (7 or 10 Characters) No
Eligibility Phone Number Eligibility Phone Number – 8005555555 (7 or 10 Characters) No
Eligibility Phone Ext Eligibility Phone Extension – 123 No
Pre Auth Phone Number Pre Authorization Phone Number – 8005555555 (7 or 10 Characters) No
Pre Auth Phone Ext Pre Authorization Phone Extension – 123 No
Email Address Email Address – name@email.com No
Workers Comp Workers Compensation – Y=Yes, N=No No
HMO HMO – Y=Yes, N=No No
Medigap Medigap – Y=Yes, N=No No
Carrier Category This will be set up by the client No
Submitter Type MCKGRP, MCKPRV, PAPER, or STMNTS No
Payor ID This will be the ID used for McKesson No
Copay Amt Amount of the Copay – 25.00 No
Copay PCT Copay Percentage – 80% No

 

Patient Insurance

Column Name Notes Required
Insurance Type Primary/Secondary/Tertiary Yes
Insurance Carrier Name Insurance Company Name Yes
Policy Number Insurance Policy Number Yes
Copay Subscriber’s copay No
Subscriber Last Name Last name of the Subscriber Yes
Subscriber First Name First Name of the Subscriber Yes
Subscriber Middle Middle name of the Subscriber No
Subscriber Relationship Subscriber’s Relationship can have only these values (Daughter, Employee, Father, Mother, Guardian, Son, Spouse, Self ,Other ) Yes
Patient Unique ID* Must be a UNIQUE Numeric value –123456 (Account #) Yes
Subscriber SSN Social Sec Num – 555555555 (9 Digits – No Punctuation) Yes
Subscriber Date of Birth Physician Taxonomy Code Yes
Subscriber Date of Birth Birth Date – mm/dd/yyyy (This is the required format) Yes
Subscriber Address 1 Apartment number, or Suite – No punctuation is allowed Yes
Subscriber Address 2 Street address or PO Box – No punctuation allowed Yes
Subscriber City City – Salt Lake City Yes
Subscriber State State – UT (Must be 2 characters) Yes
Subscriber Phone Phone Number – 8015555555 (7 or 10 Characters long) Yes
Subscriber Sex Gender of patient – M=Male, F=Female, or U=Unknown (Default) Yes
Effective Date Effective date of insurance policy (start date when policy is effetcive in mm-dd-yyyy fromat) Yes
Subscriber Cell Phone Cell Phone Number – 8015555555 (7 or 10 Characters long) No
Subscriber Work Phone Work Phone Number – 8015555555 (7 or 10 Characters long) No
Insurance Type Medical, Vision, Auto, Etc Yes
In House Code In house code identifier for the insurance company Yes

 

Practice Management Data Migration (Customized Package)

The customized package includes the basic package plus any data elements/items that the client request. Before contracting this service, an evaluation needs to be performed of what items are going to be included. Once the evaluation is done, the Data Migration team to create a Statement of Work (SOW) that includes the number of billable hours required and the new time frame to complete the data Migration as requested.