Considerations

  • Which clients need to be entered into the system?  If you are running a pilot, which group of clients need to be entered first, for this to be successful?  If you are running a trial, does it make sense to enter real client data or would you prefer to enter fake clients?
  • Are all client custom fields already created?
  • Are relevant client statuses already created?


Entering Data

Option #1:  Manual Entry

Use the standard HealtheFirst interface to enter client details (Clients > Add Client).  Please keep the following in mind:

  • This is our recommendation for simplicity and speed when a smaller number of clients need to be entered into the system.  Simply put, it can be much quicker (again, for smaller groups of users) to be manually entered than to go through one of the other option(s).  
  • This method can also reduce issues with assigning care managers, statuses, and other data points, as the system will be able to do the appropriate validation when saving each client, and you will have the luxury of using dropdowns and auto-complete fields during entry.


Option #2:  Bulk Import

Log into HealtheFirst and go to the Configuration page.  There, you will see an "import" section with an option for clients.  Click the link below the upload button to access the spreadsheet template, enter your clients' information, and upload the file.  Any errors will be returned to you in a file that will automatically download after processing is complete (no errors = no file).  If you choose this option, please keep the following in mind:

  • This process requires a lot of manual entry with the least amount of validation, so care must be taken when entering data.
  • In order to be the most efficient, you will want to add any custom fields (Client > [dropdown] > Custom Fields) and statuses (Client > [dropdown] > Statuses) prior to going through the import process.  A status will be created if one cannot be found already in the system with a matching name.  
  • Do not make any changes to the column headers.  Any changes to these fields will cause issues during the import.
  • The only truly required field is the Client's email address.  This must be entered and unique in order to create the client.
  • A facility will be created if one cannot be found already in the system with a matching official name and address.  If the user resides at home, please leave the "Residence Friendly Name" empty.
  • Please enter all dates in the following format: "yyyy-mm-dd" (ie 2020-04-01 for April 1st, 2020).
  • We recommend first importing a single client in order to check the process and make sure everything imports as you intend.