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Data Imports

Data can be seamlessly ingested into CareLaunch through various methods, including file imports, API-based ingestion, and automated processes using S3 or FTP buckets. Regardless of the chosen method, the process of patient matching and creation remains consistent.

File Imports​

The file import process is a simple and efficient way to upload patient data into the CareLaunch platform. This method is particularly useful for migrating data from legacy systems, importing data from third-party sources, or updating patient records in bulk.

Supported File Formats​

Our system supports various file formats, including CSV, tab delimited, and bar delimited. The file should contain patient data in a structured format, with each record representing a unique patient. The file may include patient demographics, contact information, and other relevant data.

Steps for File Import​

The file import process can be initiated through the following steps:

  1. Accessing the Data Import Tool: To begin the file import process, navigate to the "Data Imports" section within the platform. Click the NEW button to start the process.

  2. Selecting the File: Choose the file to be uploaded from your local system.

  3. Mapping Columns: Map the columns in the file to the corresponding fields in the CareLaunch system. This step ensures that the data is accurately imported and updated.

  4. Refreshing the Import: After mapping the columns, you can navigate to the next step to refresh the import and review the records to be imported.

  5. Review and Confirmation: Once the file is uploaded, review the records to be imported and confirm the import.

  6. Completion and Status: After the import process is complete, the system will display the status of the import, along with any errors or issues encountered during the process.

Sample File Format​

Here's a sample file format for patient data import:

PatientID,FirstName,LastName,DOB
12345,John,Doe,1980-01-01
67890,Jane,Smith,1975-05-15

In this example, the file contains patient data with columns for the patient's unique identifier, first name, last name, and date of birth. When importing this file, the system will map these columns to the corresponding fields in the CareLaunch platform.

Patient Matching in File Import Process

When utilizing our platform's data importing function, the patient identifier becomes a vital link, connecting all relevant healthcare information and records to a specific individual. This identifier ensures that healthcare providers can accurately retrieve, update, and manage patient data. Specifically within the data importing processes, the patient identifier serves as a key element for matching and linking records.

Here's a simple overview of how patient matching works:

Step 1: Identifying Patients by Identifiers​

  • Primary Method: We first try to match patients based on their unique identifiers.
  • Process: Our system searches for these identifiers in the database. If a match is found, that patient's record is updated.
  • Fallback for IDs: In case no match is found, we also try a secondary search using a different ID format (useful for testing or non-standard IDs).

Step 2: Matching by Name and Date of Birth​

  • When Identifiers are Missing: If there are no identifiers, we then try to match patients by their name and date of birth.
  • Process: Our system looks for a patient with the same first name, last name, and birthdate.

Step 3: Matching by Name and Email​

  • Alternate Method: If matching by name and date of birth is not successful, we use the patient's name and email address.
  • Process: This method is similar to the previous one but uses email instead of date of birth.

Important Notes​

  • Single Match: Ideally, we find a single match, and the patient's record is updated accordingly.
  • Multiple Matches or No Matches: In cases where multiple or no matches are found, the system continues to the fallback.

If this matching attempt is unsuccessful, the system will then proceed to create new patient records. When importing data, it is crucial to include a patient identifier, not only when uploading files manually using the data upload tool but also when using alternative methods like API-based ingestion or automated processes through S3 or FTP buckets.

Various patient identifiers may include:​

  • Medical Record Number (MRN): A unique numerical or alphanumeric code assigned to each patient within a healthcare facility.

  • National Identification Number: In certain countries, a patient's national identification number may serve as a distinctive identifier.

  • Unique Personal Identification Number (UPI): A specific identification code generated for each patient to ensure uniqueness in the system.

  • Health Insurance Number: A unique identifier provided by health insurance providers to differentiate individual policyholders.

  • Additional examples might include compound identifiers like groupID-memberID and other similar formats.