Patient & Audiogram Import Instructions

Important: If importing patient lists or audiograms, you should perform the steps below before starting your testing on SHOEBOX with these patients. If you have already created patients using the SHOEBOX iPad, please contact support prior to upload for additional instructions.

Part 1: Prepare your import file

First, download the patient/audiogram template you require from the list below

Once you have the template you need, you then need to add your specific information to your template file. Please refer to the explanations of the fields in the Template Explanations section of this document.

Once that's done, save it as a .csv file to your preferred folder on your computer.

Important notes when creating these import files

  1. The Patient Import and Benson Patient Import documents you create should have at minimum:
    • First and last name
    • Birth date
    • Gender
    • A unique ID in the External ID field

      Any fields that you do not use, please leave blank and do not modify the format of the file in any way.

  2. The unique External ID is used to “match” the correct person to the correct audiogram when it is imported, or to update the patient demographic information after the import. This ID number should be unique for each individual in your entire organization. If using the Benson Patient Import template, this is referred as the “SubjectGUID”
  3. If your files do not already include/generate a unique identifier for each person, then here are some examples of what you may choose to use when creating the unique identifier:
    • Combination of first name, last name, and date of birth
    • Combination of first name, last name, and employee number
    • Employee numbers, if they are guaranteed to be unique for all employees at all times

      Make sure the date format matches the date format used in the template.
      Click the "Change Date Format" button before the upload to match the date format to your template.

 

Note: All dates in your import file should use the same date format.

Part 2: Upload the data into your Data Management web portal

Method 1: Importing into a project

  1. Login to the web portal
  2. Create or select the Project in which you want to load these patients & audiograms

3. Once you have created the project, open the Project by clicking on its name. Ensure that the correct date format is shown in the gray upload box and add the Patients import filelist / Previous Audiogram import filelist that you saved on your computer by clicking on the gray box

4. Successful imports will show as “Imported”. You can view warnings or undo this upload if need be.  Unsuccessful imports will show as “Failed”. You can click “View Errors” to download an error report as a csv file

5. Once the patients are in the project you can upload the audiogram import filelist from the same screen as above

Important: when uploading your Audiogram list, the External ID is what links the audiogram to the patient

Method 2: No project selected

  1. Login to the web portal
  2. Click on the "Data Admin" tab in the side navigation
  3. Ensure that the correct date format is shown in the gray upload box and add the Patients import filelist / Previous Audiogram import filelist that you saved on your computer by clicking on the gray box
  4. Successful imports will show as “Imported”. You can view warnings or undo this upload if need be.  Unsuccessful imports will show as “Failed”. You are able to click “View Errors” to download an error report as a csv file
  5. Once the patients are uploaded you can upload the audiogram import filelist from the same screen as above
    Important: when uploading your Audiogram list, the External ID is what links the audiogram to the patient

Last Updated: 2019-09-19

 

 

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