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Data Imports

CareLaunch can load patient rosters from a file, and Enterprise organizations can also receive files automatically from S3 or FTP. Patient matching works the same way for each of those paths.

Who can run a file import​

The in-app screen is labeled Data Import and has its own item in the left navigation. It is available only to Platform Admins. The person who created the organization has that role. The menu entry is hidden for Solo practices, and Organization Admins cannot open the page. If you can't use Data Import, contact support@carelaunch.health for help with an import.

Scheduled ingestion from S3 or FTP, and the Mappers tab under Integrations, are Enterprise features. They are off on Solo and Practice plans unless CareLaunch has turned them on for your organization. See FTP for the Enterprise file-drop setup.

Running a file import​

  1. Open Data Import and click New.
  2. Upload — choose the file.
  3. Mapping — map each column in the file to a CareLaunch field. Saved mappings from earlier imports are suggested for matching headers. See Import Mappings.
  4. Review — check the records to be imported, then click Accept.

The import list shows the status of each import.

File format​

Accepted uploads are .csv and .txt. The first row must be the column headers. The delimiter (comma, tab, or bar) is detected automatically. Imports are kept for 30 days after upload.

A simple roster looks like this:

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

Include a stable patient identifier whenever you can. The same matching rules apply to a file uploaded from Data Import and to an Enterprise S3 or FTP drop.

Patient matching​

Step 1: Identifiers​

The import searches for the identifiers on the row (for example an MRN, member ID, or insurance number). A match updates that patient's record.

If an identifier value does not match an identifier already on file, the import also tries that value as a CareLaunch patient id. That second lookup is for rows whose "identifier" is actually the internal id.

Step 2: Name and date of birth​

Name and date of birth are used when the row has no identifiers, and when identifiers are present but do not match anyone. The search uses first name, last name, and birth date. It updates a patient only when exactly one person matches. Several people with the same name and birth date are not treated as a match.

Step 3: Name and email​

If name and date of birth do not find exactly one patient, the import tries first name, last name, and email address.

If none of those steps find a single patient, the import creates a new patient record.

Imports update existing records — they don't create duplicates

A matched patient's record is updated rather than duplicated, so re-importing a roster merges into the current records. For duplicates that still slip through, see Duplicate Patient Resolution.

Identifier examples​

  • Medical record number (MRN)
  • National identification number
  • Unique personal identification number
  • Health insurance number
  • Compound identifiers such as group ID plus member ID