SHOEBOX Data Import Quick Guide (Paid Services)

This quick guide will explain the employee information and historical data that is required and how to provide it to SHOEBOX. Please use the process below and do not send Employee information or historical data via email.

Disclaimer: some sections of this article are only applicable to customers that have opted in for paid services. Customers that have opted out of these services should refer to the SHOEBOX Data Import Quick Guide for data import instructions.

Step 1: Prepare your Employee List

The following information is required for every Employee being tested in this file: (Template provided)

  • First Name
  • Last Name
  • Gender
  • Date of Birth
  • Unique Employee ID
  • Facility
  • Department, Job Position & Classification (optional, beneficial for reporting)

Step 2: Prepare Historical Audiogram Data (if applicable)

  • All data must be sent to SHOEBOX in “machine-readable” form (.xls, .xlsx, .csv).
    • Do not send PDFs, image files, or photos of the data
    • CSV or Excel files must have separate columns per data point, do not send individual reports for each employee
  • Ask your previous provider for the following with regards to historical data:
    • CSV or Excel spreadsheet of the employee demographics and audiogram thresholds with initial and revised/updated baselines marked.
    • See the script below that can be used to request historical data from your previous provider

      Example Script:

      Hello,

      Please provide a full export of our historical audiogram data, in one file/spreadsheet. The data must be provided in the following format:

      - All data must be sent in “machine-readable” form (.xls, .xlsx, or .csv) and include the employee demographics and audiogram thresholds
      - Ensure ALL initial and revised/updated baselines are indicated and up-to-date

      All historical hearing conservation data is the property of the employer (per OSHA 1910.95). Service providers are legally obligated to provide complete and workable data to their customers and past customers.

  • To import historical data into SHOEBOX we require the following information for every Employee being tested:
    • First Name
    • Last Name
    • Gender
    • Date of Birth
    • Unique Employee ID
    • Initial and Revised/Updated Baselines marked in the data
    • Audiogram Test Date
    • Audiogram data in labeled columns (see template example below)

      Template Example: Sample Examinetics File
      Note: Historical data coming from other providers will need to be in a similar format
      Sample Examinetics File

Step 3: Prepare your Noise/Dosimetry Surveys

Prepare any relevant noise/area surveys or personal dosimetry readings available. The noise surveys help the SHOEBOX team learn more about your Hearing Conservation Program and knowing what kind of noise the employees are exposed to enhances our review process.

Step 4: Send Your Data to SHOEBOX

You will be using your SHOEBOX customer web portal to send your files from Steps 1-3:

  • Employee list file
  • Historical audiogram file (if applicable)
  • Noise/dosimetry Surveys

The web portal has a Secure File Manager built-in that will allow you to securely transfer PHI to SHOEBOX and manage it all at-a-glance.

Note: if you have not yet logged in to your web portal for the first time, or did not receive a setup email, contact SHOEBOX Support

  1. On your SHOEBOX web portal, click on File Manager > Secure File Management in the sidebar, or click this link to open the Secure File Manager page
  2. Click on Add or Update Files button or drag and drop your files to upload and share them with the SHOEBOX team
    secure file management page
  3. Review the files to be uploaded. Files will be uploaded with the "Review Required" status. Click on Submit to begin the upload
    Note: you can click on the trash can icon to remove any files that you do not want to upload
    Add or Update Files window for Secure File Manager
  4. The uploaded files will appear on the bottom of the page. A SHOEBOX team member will review them and update the status (located under the Status heading) to either "Changes Requested" if they notice issues with the file that need to be changed before importing, or "Ready for Import" if the file is ready to be imported.
    Tip: clicking the three dot icon on the right will allow you to Download or Rename the file
    Secure File Management page, files uploaded
  5. You will receive notification email when a SHOEBOX team member has changed the status of one of your documents (example email in image below)
    Example file status change email

Last Updated: 2023-04-27