• Before importing your patients, please make sure that you have enough space in your Cash Practice® account to accommodate the file. (Most accounts have a database size of 500 patients.) You can also inactivate patients to free up space first. Learn how to HERE.
  • We do not recommend that you import inactive patients unless you are using the Drip-Education® Email Marketing System.
  • If you're only using the Auto-Debit System® or the Care Plan Calculator® System, there is no reason to import a huge list of patients when only a handful of them will be on a payment plan.
  • Download the sample file and save it to your computer. Log into your Cash Practice account → Hover over the [Patients] menu (it might say "Clients" or "Practice Members" depending on which one you set up your account to say) → Hover over [Patient Tools] → Click on [Import Patients] → Click on the [Sample CSV Excel File] button located near the top middle of the page. This will save the sample as a download, onto your computer. 

Step 1: From the Home screen, click on [Advanced Settings].

Step 2: Click on [Patient Data Export] on the left-hand side under "Subscriber Profile"

Step 3: Change the [Birth Date From] & [Birth Date To] fields if you want to sort your Patients by Birth Date

Step 4: Choose the data columns you want to export from the [Available Fields] then click the Arrow icon to move them to the [Selected Fields] section (or click [Select All])

NOTE: First Name and Last Name are required. And for the PayDC integration, you’ll also want to select the [Patient ID] field (the last item on the "Available Fields" list - not shown in screenshot).

Step 5: Select any additional export options needed then click [Export Data].

Step 6: Name your data file and select a folder/location on your computer (such as the "Documents" or "Desktop" folders) to save it to.

Note: Steps 7-11 are performed in your Cash Practice® account. 

Step 7: Head back to the Cash Practice Sample file

Step 8: When ready to do so, go to [Patients] → [Patient Tools]→ [Import Patients].

Step 9: Insert your patient's information into the corresponding columns from the PayDC file you've downloaded (i.e. First name, Last name...).

Important: To make sure your Excel file is in the correct format please follow the steps below:

  1. Click on the first box on the Excel sheet (A1) so that box is selected.
  2. Click the "Data" tab at the top of the Excel sheet.
  3. Select the "Text to Columns" and in the first step make sure "Delimited" is selected and hit "Next".
  4. Under "Delimiters", the only box checked should be "Comma" then hit "Next".
  5. Under "Column Data Format" make sure "General" is selected and hit "Finish". Remember: save the file as a CSV (comma delimited) file.

Step 10: Save the file to your computer where you can easily find it. Save the file as a CSV (comma-delimited) file.

 

Step 9: On the Patient Importer Screen, click the [Choose File] button to locate the exported file that you saved to your folder.

Step 10: Click the [Upload] button.

Step 11: When the file has been uploaded, a message will pop up letting you know the file is processing.

Step 12: You may check on the status of your upload by going to [Patients]→ [Patient Tools]→ [Import Patients]→ [Import Results].