Importing Providers to a Facility

Below are instructions explaining how to import providers to a facility.


  1. Format Provider File(s)

  2. Import Provider File(s) to Graphium

Format Provider 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 "Provider Import" file:
  • Each file must only contain provider data for a single facility.

  • Each provider must only appear once in the “Provider Import” file.

  • If a provider is already in use at your facility but is then included within your "Provider Import" file, any previous information for that provider will be updated. 
  • Please ensure the header row (containing the column names) is not repeated throughout the file.
  • Each file must contain First and Last Name of your provider(s).

  • Each file must contain Provider Type for your provider(s). Note: below is a list of acceptable provider types - you must choose from the below or your import will not work.

    • Anesthesiologist
    • CRNA
    • Surgeon
    • Registered Nurse
    • Physician Assistant
    • Nurse Practitioner
    • Licensed Vocational Nurse
    • EMT-Basic
    • EMT-Intermediate
    • EMT-Paramedic
    • EMT-Advanced Practice Paramedic
    • EMT-Critical Care Paramedic
    • EMT-Community Paramedic
  • Provider NPI is not a required field. Note: should you choose to include a NPI number for your provider(s), it must contain 10 digits.
  • Local Provider ID is not a required field, it is simply a suggested field.
  • Specialty is not a required field, it is simply a suggested field.

Import Provider File(s) to Graphium

  1. Once you have properly formatted your "Provider Import" 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 Provider 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 your provider(s) information on this page. Note: Provider First and Last Name, and Provider Type 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 the red "Continue" button in the bottom right corner. 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 provider file import.

  12. You will be automatically redirected back to the Import Batch home page, where you should see your provider import at the top of the list. You will also see the number of providers you uploaded highlighted under the Status column. Note: if the number is highlighted in yellow, simply refresh the page, as the system is simply in the process of finalizing your request.  

  13. Once the number is highlighted in green, the provider(s) have been successfully added to your facility.

  14. Should there be numbers highlighted in red, it means there was a problem with the data you entered, and the error needs to be corrected. 

  15. To correct errors, click the red View Details button under the Actions column. A list of the providers you uploaded will appear. If you click the notebook icon under the Status column, a description of the error will appear. 

  16. Once you have identified the error, click the red Edit Record button under the Actions column and make the necessary corrections to the affected data field. Click the red Save button in the right corner.

  17. You will then need to reprocess that provider, by clicking the red "Reprocess" button under the Actions column.

  18. Navigate back to the Import Batch homepage. If you updated the provider's information correctly, the red highlighted number will now be green.