As a regional, hospital (division), or EMS (division) administrator, you can submit a request to the Juvare Support to upload patient records in bulk using a comma-separated values (CSV) file. This feature is especially useful in situations such as hospital evacuations, special needs registries, and processing patients that are inbound from regions that do not use EMTrack.
Submitting a Request for Import
Patient import can only be performed by Juvare Support. However, you can request that they perform an import for you. To do this, complete the following:
Create a CSV file containing the patient records you want to import. Make certain the file complies with the format and data conventions specified in this topic.
Submit your import request by contacting Juvare Support at 877-771-0911 or by sending an email to: support@juvare.com.
Allow at least three business days for Juvare to process and complete your import request.
Format and Conventions
The file must be a CSV formatted file with the .csv extension. You can view and edit the file in a text editor.
Or, you can view and edit the file in Microsoft Excel®.
Either way, the first line in the file contains the column headers that label the data element fields. In addition, the file must comply with the following conventions:
Each patient record in the file must contain a (primary) patient ID. This is the only required field.
A file can have 1 - 50 columns.
You can load patients to active incidents only.
You must specify the same location, destination, and sublocation information for each record being uploaded.
Incidents and triage categories in the uploaded patient records must exactly match the values in EMTrack.
Patients you upload to an incident that do not have a triage category will be listed as unspecified. If the incident/incident type in EMTrack does not show unspecified patients, the uploaded record will not appear in incident counts.
Data Columns
The following data elements can be imported:
Field/Column | Required | Description | Char. Max |
|---|---|---|---|
Patient ID | Yes | Patient's primary ID - a series of letters and/or numbers used to track the patient; a period (.) is a valid character | 32 |
Alt ID | No | Patient's alternate ID - only one alternate ID can be included in the import file | 32 |
First Name | No | Patient's first name | 32 |
Middle Name | No | Patient's middle name | 32 |
Last Name | No | Patient's last name | 32 |
Date of Birth | No | Patient's date of birth - the following formats are accepted: yyyy-MM-dd MM/dd/yy MM/dd/yyyy | |
Age | No | Patient's age | 32 |
Age Units | No | Unit of age - the following values are accepted: H (for hours) D (for days) M (for months) Y (for years) | 1 |
Gender | No | Patient's gender - configurable component | |
Triage Category | No | Patient's triage category - in some regions, this is required | 32 |
Street Address | No | Patient's home street address | 128 |
City | No | City of patient's address | 32 |
State | No | State of patient's address | 2 |
Zip | No | ZIP code of patient's address | 32 |
Phone Number | No | Patient's primary phone number - the following formats are accepted: ########## ###-###-#### ###.###.#### | 32 |
Please note the following about data:
- The file does not need to include all columns listed above.
- For the columns included, fields (cells) can be blank.
- Remove any blank lines (rows) from the file.
Processing Details
The value in the uploaded data element/field must adhere to the requirements specified for your region. For example, if the values of the Triage Category data element in EMTrack must be in all upper case letters, so must the values in the uploaded file.
If the uploaded file contains a patient ID that already exists in EMTrack, the existing record will be updated (overwritten) with the imported data.
Commas in a CSV input file represent the beginning of a new data element. For this reason, all commas in free text fields in the import file should be removed.