DrChrono supports the import of patient demographics from external spreadsheet files (.xls or .csv).
We accept the fields and values below to create and populate patient records:
Baseline Demographic Fields
| Column Header | Description | Format | Required? | Examples |
| Patient ID | Database ID assigned to the patient record | text/number | No | |
| Chart ID | Medical Record number assigned to the patient record | text/number | No | |
| Last Name | Patient's full last name. May also include suffix. | text | Yes | John |
| First Name | Patient's full first name | text | Yes | Smith |
| Gender |
Patient sex (at-birth). One of: "Male", "Female", "Other", "Unknown"(default), "Declined To Specify" |
choice | Yes | Male |
| Middle Name | Patient's middle name or initial | text | No | R. |
| Nick Name | Preferred Patient name. | text | No | J.R. |
| Date of Birth | Patient Birthday | date | No | "1990-01-01", "01/01/1990" |
| Social Security Number | Patient full ssn | text | No | "123456789", "123-45-6789" |
| Race | Patient Race. Can either be text, or HL7 value. (See choices.) | choice | No | "black", "asian", "white", etc |
|
Ethnicity |
Cultural Ethnicity; one of: "Hispanic", "Not Hispanic", "Declined To Specify" |
choice | No | "Hispanic" |
| Preferred Language |
One of: "English"(default), "Chinese", "French", "Italian", "Japanese", "Portugese", "Russian", "Spanish" "Unknown", "Other", "Declined" |
choice | No | English |
| Home Phone Number | Home phone number with area-code. Accepts multiple phone number formats. | phone-number/text | No | "801-555-1234" |
| Cell Phone Number | Mobile phone number | phone-number/text | No | "801-555-1234" |
| Office Phone Number | Work/Office phone number | phone-number/text | No | "801-555-1234" |
| Office Phone Ext. | Direct contact extension | text | No | 4415 |
| Email Address | Contact email | email/text | No | "jr_smith@outlook.net" |
| Address | Street Address (including suite/apt #) | text | No | "123 ABC St, Apt 4." |
| City | text | No | "Sacramento" | |
| State | full or abbreviated state name | text | No | "CA" |
| Zip Code | Postal code | text | No | "90210", "90210-1224" |
| Emergency Contact Name | First/Last name | text | No | "John Doe" |
| Emergency Contact Phone Number | Contact phone number | phone-number/text | No | "555-111-2345", "5551112345" |
| Emergency Contact Relationship | Relation to Patient | text | No | "Sibling" |
| Primary Provider |
DrChrono provider name assigned to patient. Must have a DrChrono account in the same "Practice Group" for dynamic assignment and must match "First" and "Last" name provided in desired doctor's Account Settings. Defaults to the account initiating the import request if not provided. |
text | No | "Judith Moore, MD" |
| Status |
Record State. One of: "active"(default), "inactive" or "deceased" |
choice | No | inactive |
| Referring Source |
Source which referred the patient |
text | No | Radio Advertisement |
Referring Doctor Fields
Within each patient's record, exists an area to add Referring Doctor information. This area of the patient demographic record can be populated via bulk import by submitting the fields below in addition to baseline demographics. All fields in this category are OPTIONAL.
| Column Header | Description | Format | Example |
| Referring Doctor First Name | Full first name of referring practitioner | text | |
| Referring Doctor Last Name | Full last name | text | |
| Referring Doctor Middle Name | Middle name (if applicable) | text | |
| Referring Doctor Suffix | Suffix, such as "MD", "DO", "CRNP", "PA", etc | text | |
| Referring Doctor NPI | CMS-issued National Provider Identifier | numerical | |
| Referring Doctor Address |
Full address including street number, street name, unit/suite#, city, state and zip code. May be separated into separate fields for each |
text | |
| Referring Doctor Email | Practitioners email | email/text | |
| Referring Doctor Phone | Contact Phone | phone-number/text | |
| Referring Doctor Fax | Fax Number | phone-number/text | |
| Referring Doctor Specialty | Practitioner's registered specialty | text | "Acupuncture" |
Custom Demographic Fields
If custom demographic fields are configured within an account, this data can be populated via bulk import.
| Column Header | Description | Format | Example |
| Custom:{field name} |
Prefixed with "Custom:", the "field_name" must match a configured custom demographic field in the account. For a custom field named "Misc. Info" in DrChrono, the column name should reflect as "Custom:Misc. Info" |
text | "This is a custom field value" |
Insurance Payers
It is possible to fill insurance fields for your DrChrono patient records by submitting adding the columns headers and values (or similar) below.
Each Column Header here can be prefixed with either "Primary", "Secondary", or "Tertiary", and are optional:
| Column Header | Description | Format | Example |
| Insurance Company | Name of Health Benefit Plan Carrier | text | "Anthem Blue Cross Blue Shield" |
| Insurance Group Name | Name of group plan | text | "Your Company" |
| Insurance Group Number | Plan Group Number | text | "YC123" |
| Insurance ID Number | Subscriber/Member number | text | DZVAN0213456789 |
| Insurance Payer ID | Electronic claims submission ID | text | 84105 |
| Insurance Plan Name | Name of Plan Tier | text | Open Access PPO |
| Insurance Plan Type | Type of Plan, such as "Commercial", "Medicare Part B", "Title V" etc. | text | Indemnity |
Auto Accident Coverage Insurance
The columns below are specific to Auto Insurance carriers, and are optional:
| Column Header | Description | Format | Example |
| Auto Accident Company | Name of Responsible Auto Insurance company | text | "State Farm" |
| Auto Accident Case Number | Case or Claim number | text | "0123456789-555" |
| Auto Accident Claim Rep Name | Name of Claims representative | text | "Jake" |
| Auto Accident Date of Accident | Date of Loss | date | "02/01/2023" |
| Auto Accident Disabled From Date | date | ||
| Auto Accident Disabled To Date | date | ||
| Auto Accident Had Similar Condition | "True" if client had issue prior to accident. "False" by default. | choice | "False" |
| Auto Accident Similar Condition Notes | Detailed notes on similar condition, if applicable | text | |
| Auto Accident Payer Address | Address of the insurance agency | text | |
| Auto Accident Payer City | text | ||
| Auto Accident Payer State | text | ||
| Auto Accident Payer Zip Code | text | ||
| Auto Accident Payer ID | Electronic, or otherwise, configured Payer ID | text | |
| Auto Accident Policy Number | Policy number of responsible auto insurance holder. | text | 1234567890-12 |
| Auto Accident Return To Work Date | Date patient is cleared to return | date | "04/01/2023" |
| Auto Accident State of Occurrence | State where incident occurred. | text | "CA" |
| Auto Accident Still Under Care |
Is patient still under care for this condition? "Yes","No","N/A" |
choice | No |
| Auto Accident Treatment Duration |
Length of time patient has been/will be treated. |
text | "90 days" |
| Auto Accident Will Require Therapy |
Indicates if therapy is needed. One of: "True" or "False"(default) |
choice | "True" |
Workers Comp Insurance
The optional column headers here are specific to Workers Comp payers:
| Column Header | Description | Format | Example |
| Workers Comp Company | Name of WC Agency | text | "Travelers" |
| Workers Comp Payer ID | Electronic Payer ID | text | |
| Workers Comp Claim Number | Property & Casualty agency claim # | text | 01234567990 |
| Workers Comp Carrier Code | Agency carrier code, if applicable | text | |
| Workers Comp Case Number | Assigned WC case number | text | |
| Workers Comp Group Name | text | ||
| Workers Comp Group Number | text | ||
| Workers Comp Payer City | text | ||
| Workers Comp Payer State | text | ||
| Workers Comp Payer Zip Code | text | ||
| Workers Comp State of Occurrence | State where incident occurred | text | "MD" |
| Workers Comp WCB | designated WC Board or Commission | text | "Maryland Workers' Compensation Commission" |
| Workers Comp WCB Rating Code |
To be used by authorized providers when submitting claims/reports; Indicates provider type. For examples, see wcb.ny.gov |
text | "LAC" |
| Workers Comp Notes | Misc. Notes related to episode | text |
Subscriber Fields
These fields are available for all insurance categories (EXCEPT Workers Comp) to indicate the plan's subscriber. Be sure to prefix each column "Primary", "Secondary", "Tertiary" or "Auto Accident" as appropriate. Fields here are optional:
| Column Header | Description | Format | Example |
| Subscriber Relationship |
How patient is related to the insured, such as: "Self", "Spouse", "Other", etc. If not "Self", the column values below can be submitted for population. |
text | Self |
| Subscriber Last Name | Plan holder's last name | text | |
| Subscriber First Name | Plan holder's first name | text | |
| Subscriber Middle Name | Plan holder's middle name or initial | text | |
| Subscriber Suffix | Plan holder's suffix (if applicable) | text | |
| Subscriber Date of Birth | Plan holder's birth date | date | |
| Subscriber Social Security | Plan holder's SSN | text | |
| Subscriber Address | Plan holder's address | text | |
| Subscriber City | Plan holder's city | text | |
| Subscriber State | Plan holder's residing state | text | |
| Subscriber Zip Code | Plan holder's postal code | text |
Referring Doctor
Within each patient's record, exists an area to add Referring Doctor information. This area of the patient demographic record can be populated via bulk import by submitting the fields below in addition to baseline demographics. All fields in this category are OPTIONAL.
| Column Header | Description | Format | Example |
| Referring Doctor First Name | Full first name of referring practitioner | text | |
| Referring Doctor Last Name | Full last name | text | |
| Referring Doctor Middle Name | Middle name (if applicable) | text | |
| Referring Doctor Suffix | Suffix, such as "MD", "DO", "CRNP", "PA", etc | text | |
| Referring Doctor NPI | CMS-issued National Provider Identifier | numerical | |
| Referring Doctor Address |
Full address including street number, street name, unit/suite#, city, state and zip code. May be separated into separate fields for each |
text | |
| Referring Doctor Email | Practitioners email | email/text | |
| Referring Doctor Phone | Contact Phone | phone-number/text | |
| Referring Doctor Fax | Fax Number | phone-number/text | |
| Referring Doctor Specialty | Practitioner's registered specialty | text | "Acupuncture" |
Custom Demographic Fields
If custom demographic fields are configured within an account, this data can be populated via bulk import.
Please use the attached spreadsheet as a guide to building your patient demographic records. Please contact your DrChrono representative should you have any questions.