The Bulk Client Import tool lets you bring up to 500 clients into Upheal at once. You can upload a spreadsheet from your previous EHR, or type client details directly.
Before you start
A little prep makes the import go more smoothly:
Export your client list from your previous EHR as a CSV or Excel (.xlsx) file. Filter out any clients you no longer see so you're only bringing across active ones.
Make a note of any couples or families. You'll link partners and family members together in the last step, so it helps to know which clients belong together beforehand.
Decide who will be the provider for each client. You can assign one therapist to everyone, or choose different providers for different clients.
What information can you bring in?
Upheal automatically recognizes common column names from your EHR export, so you usually don't need to rename anything before uploading. The order of your columns doesn't matter, and empty cells are simply skipped.
If your file has columns Upheal doesn't recognize, like insurance IDs or emergency contacts, that information isn't lost. Upheal saves it as a note called "Additional client information from import" on the client's profile, where you can review it later.
Here's what Upheal can import, how it should be formatted, and what the columns should be named in your CSV or .xlsx file:
Field | Required? | Notes | Accepted column names (not case sensitive) |
First name | Yes |
| first name, first_name, firstname, client_first_name |
Last name | Yes |
| last name, last_name, lastname, client_last_name |
Pronouns | Yes | She/her, He/him, or They/them. If your file doesn't have a pronouns column, Upheal infers using the Sex field. | pronoun, pronouns, pronoun(s) |
Preferred name | No |
| preferred_name, preferred name, preferredname, preferred_first_name |
No | Must be unique. No two clients can share the same email address. | email, email_address, email address, e-mail, e_mail | |
Phone | No | Any common format. Numbers without a country code are treated as US/Canada. | phone, phone_number, phone number, phonenumber, phone_mobile, mobile phone, mobile number |
Date of birth | No | Most common date formats will work. Stored as YYYY-MM-DD. | dob, birthdate, birth_date, birth date, dateofbirth, date_of_birth, date of birth |
Sex | No | Female, Male, or Undefined (or F, M, U). | gender, sex, gender identity, administrative sex |
Street Address |
|
| street, address, street_address, street address, address_street1, address line 1 |
City |
|
| city, address_city |
State |
|
| state, province, state or province, state_or_province, address_state, state/province |
Zip Code |
|
| zip, zip code, postal_code, zipcode, zip_code, postal code, address_postal, postal/zip |
Country | No | ISO 2 code (US, CA), ISO 3 code (USA, CAN), or full name (United States, Canada). | country, country_code, country code |
Diagnosis | No | ICD-10 codes, separated by commas (for example, F32 or F32.0). Only added for individual clients, not couples or families. | diagnosis_code, diagnosis code, diagnoses, dx, dx_code, icd, icd-10, icd10, icd_code, primary_diagnosis |
What if two clients have the same email?
Upheal uses email addresses to give clients access to their Client Portal and to send session links, so two clients can't share the same email. If you import two clients with the same email, you’ll see an error later in the process.
To fix it, either remove the email (creating a client without an email address; you can add one later from their profile), or enter a different email address.
Importing clients
To import or manually add clients:
Click Clients in the left menu.
Select Import list to upload a spreadsheet.
(You can also select Add multiple to type client details by hand, and upload a file from that same page if you choose.)
Click Browse files, and select your spreadsheet (CSV or .xlsx file) from your device.
When the import is complete, your clients appear as rows in a table. Name, email, phone, date of birth, sex, and pronouns are displayed. Review each row to make sure the information is correct.
To check, add, or edit other fields (like preferred name, address, or diagnosis), click the pencil icon on that row.
When every row looks good, click Next in the top right.
Heads up: You can't go back to a previous step once you've moved forward. Double-check your client details before clicking Next.
Checking for duplicates
Once you submit your list, you'll choose whether to add each client as a new profile or match them to an existing client. Upheal checks whether any of your imported clients are already in your account. There are two ways it might find a match:
Email match: An imported email address already exists in Upheal. You need to resolve every email match before you can move on.
Name match: A first and last name match an existing client. Upheal suggests a link, but you can choose to create a new client instead if it's not the same person.
If no matches were found:
If no matches were found, you'll see that the Action column is labelled Ready for each client, and you can click Next in the top right.
If matches were found:
If matches were found, you'll see the Action column is labelled Resolve for those clients.
For each match, you'll choose what you'd like Upheal to do:
Option | What it does |
Add as a new client | Creates a new client record, even if a match was found. |
Details already in Upheal | Keeps the existing record and only fills in fields that were previously empty (for example, adds a missing phone number). |
Details from your import | Updates the existing record with the new information from your file. Fields that are empty in your file stay as they are. |
If you want to add a client as a new record even if a match was found, use the dropdown menu in the Add or match column to select Add as new client. The label in the Action column will change to Ready.
For clients you are matching with existing profiles in Upheal:
Use the dropdown menus in the Match with existing client column to select the client you want to match the information to.
Click Resolve in the Action column.
Choose what details to use for each client you've matched to an existing profile: the details already in Upheal, or details from your import.
Click Confirm.
The label in the Action column will change to Ready.
When every row is labelled Ready in the Action column, click Next in the top right.
Heads up: You can't go back to a previous step once you've moved forward. Double-check your client details before clicking Next.
Set up client types and assign a provider
In the last step, you'll categorize each client as individual, couple, or family, and assign a provider to each one. Every imported client starts as an individual client by default.
Client types
Individual: one client per profile (the default for all imported clients).
Couple: two clients on the same profile. The partner can be someone from your import list or an existing client in Upheal.
Family: two or more clients sharing a profile. Family members can be from your import list or existing clients in Upheal.
Note: You can't change the client type or provider for any client that was matched to an existing Upheal record. Those settings stay with the existing profile.
To assign client types:
Click the dropdown menu in the Select client type column for each client you wish to change from the default (Individual).
Select Couple or Family.
If you categorize a client as a couple, use the dropdown menu that appears below their name to add their partner. You can choose someone from the import list or an existing client in Upheal.
If you categorize a client as part of a family, use the dropdown menus that appear below their name to add their family members. You can choose names from the import list or existing clients in Upheal.
If one of your clients who is part of a couple or family is also receiving individual treatment, click Add as individual.
Assigning a provider
Use the dropdown menu in each row to pick the therapist who'll be responsible for each client. To assign one therapist to your whole import at once, click Assign all at the top of the provider column.
Note: You can't change the client type or provider for any client that was matched to an existing Upheal record. Those settings stay with the existing profile.
To finish the import, click Finish in the top right.
You'll be taken back to your Clients page, where a banner at the top shows what's happening.
Tracking your import
Imports happen in the background, so you don't have to wait on the page. The banner at the top of your Clients list shows the current status:
Executing: Upheal is creating and updating client records
Completed: shows a summary of how many clients were added or updated
Failed: Lists any clients that couldn't be imported by name, so you can fix and retry them