The standard bulk import of documents (including, but not limited to, scans, photos, rendered clinical notes, and rendered lab results) requires two items:
- A spreadsheet file (CSV, XLSX or delimited TXT) containing discrete details regarding the file, also referred to as an "index" file. This index is used to automate the import of files into matching patient records.
- A folder containing the documents desired to be imported of proper formats.
Accepted file formats for Documents Imports are: PDF, JPG/JPEG, TIFF, and PNG.
The index file provided for import must have column headers and is listed below (alongside required formats and field-specific notes). Each field must exist in a separate column of the index file and formatted properly. The fields may exist in any order but must be present. If your index file has different column names than the ones shown below, DrChrono will attempt to match the provided fields with our accepted field names as closely as possible. To facilitate this matching process, it is helpful to send these details along with your data import request.
You may find a template attached to the bottom of this page.
| Column Name | Format | Example | Required? | Notes |
| Last Name | plain text | Smith | YES |
Patient's last name. Must match 1:1 with target record |
| First Name | plain text | John | YES |
Same as above |
| Date of Birth | YYYY-MM-DD, MM/DD/YYYY, or MM-DD-YYYY | 01/01/1970 | YES |
Same as above |
| Chart ID | LLFF000001 | SMJO000001 | NO |
Same as above, must be a DrChrono chart ID |
| Description | plain text |
"X-Ray: Left Arm" or "xray_left_arm.pdf" |
YES |
A short label indicating what the file contains. This can also be the file's name |
| Date | YYYY-MM-DD, MM/DD/YYYY, or MM-DD-YYYY | 2023-01-01 | NO |
Date of file's creation. If omitted, will default to the date in which the file was added to DrChrono |
| Metatags | plain text |
"Radiology" or "X-Ray" or "Fax" |
NO | Used to filter documents. Files may have multiple metatags if separated by commas (",") inside the column value (ex: "Radiology, X-Ray, Fax") |
| Path | plain text |
"D:\\ExternalStorage\MyFiles\ xray_right_arm.pdf" (Win) or "/Volumes/ExternalStorage/MyFiles/ xray_left_arm.pdf" (Mac/Linux) |
YES | Must reflect the absolute (full) path of the target file in the folder of documents provided |
If your files live in a database with no option to provide an export into a folder or to provide an index, please contact us by submitting a support ticket to discuss further.