Importing Encounters

Below are instructions explaining how to create and/or update a list of encounters for your organization or facility along with corresponding patient demographics.

Objective

• Create and/or update a list of encounters for your organization or facility along with corresponding patient demographics.

Directions

1. Format Encounter File(s)

2. Import Encounter File(s) to Graphium

Format Encounter File(s)

1. If your organization would like to utilize Excel, we highly encourage you to click here and download our import template. However, please note: Excel file types (.xlsx) are not supported within Graphium's import tool. Therefore, once you have created your Excel file, you will need to save it as one of the acceptable file types (.csv, .tsv, or .txt) before performing your import.

   

2. Here are some key points to consider when formatting your "Encounter Import" file:

   • Each “Encounter Import” file must only contain data for a single facility.

   • Each encounter must only appear once in the “Encounter Import” file and must include the associated patient's first and last name, admission date and admission time.

   • CAUTION: If an existing encounter number is already in use but is then included within your "Encounter Import" file, any corresponding patient demographic information will be updated. 

1. • Please ensure the header row (containing the column names) is not repeated throughout the file.

1. • Data within the “Encounter Import" file must be formatted correctly:

     • Admission Date must be formatted as YYYY-MM-DD. In Excel, this can be formatted using a custom format of “YYYY-MM-DD".   

• • Admission Time must be formatted as HH:MM:SS. In Excel, this can be formatted using a custom format of “HH:MM:SS". Once selected,  please ensure times do not include AM/PM and there are no extra spaces before or after times.

• • Date of Birth must be formatted as YYYY-MM-DD. In Excel, this can be formatted using a custom format of “YYYY-MM-DD".
    
    

Import Encounter File(s) to Graphium

1. Once you have properly formatted your Encounter file and saved it as one of the acceptable file types, click here to log into the Graphium EMR Dashboard™. If you do not have access to the dashboard, please contact your organization's Administrator.

2. Click on the settings icon in the upper right corner and then choose "Import".

   

3. Click on "+ New Import".

   
   
   

4. Click the "Select" button under Encounter Import.
   
   

5. Choose your applicable facility from the “Select Facility” drop down menu and then click "Create". Note: the title for your import will default to the filename you select, but you can enter a different title in the "TITLE" box provided.

   

6. Click on "Upload data from file" and use the file explorer to locate your file for upload. If you prefer not to upload your data, you will need to manually enter the encounter and patient demographic information on this page. Note: Encounter number, Patient First and Last Name, Admission Date and Admission Time are all REQUIRED fields of data in order to successfully process your import.
   

   
7. Once you select the file, the following pop-up will appear. If your file contains a header row (with column names),  select "Yes" - otherwise, select "No header row".
   
   

8. The column names within your file may not match our system’s default categories. Therefore, you must “map” or match your unique column names to Graphium's defaults. Your unique column names will appear on the left side of each section. Choose the matching Graphium category from the drop down menu on the right side of each section, click the green "Confirm mapping" button for each category, and then click "Review" in the bottom right corner. Note: if a column contains no data, click "ignore this column".
   
   
   
   

9. Use the toggle button in the top left labeled "Only show rows with problems" to review formatting issues found within your file (they will be highlighted in red). If you hover over a red cell, a description of the correct formatting guideline should appear. You can then double click the red cell and correct the formatting error. NOTE: this step ONLY highlights formatting errors, not data inaccuracies.

   

10. Once you have corrected all errors, click "Continue". If you have a significant number of errors, you may choose to return to your original file, make all necessary corrections, and then re-upload the corrected file.

11. The following pop-up will appear. Simply click Yes to begin your encounter file import.