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Importing patients & audiograms

Updated

The SHOEBOX data import module supports bulk imports of patients and audiograms for Benson and non-Benson formats. This article is a supplement to the templates provided on the SHOEBOX website and provides step-by-step instructions on how to import patients and audiograms.

Important notes before you begin

  • If importing patient lists or audiograms, you should perform the steps below before starting your testing on SHOEBOX with these patients. If you have already created patients using the SHOEBOX iPad, please contact support  prior to upload for additional instructions and guidance.
  • If you want to create a project while importing the patient list, please contact support prior to upload for additional instructions and guidance.

In this article:

Part 1: Prepare your import file

  1. Download the patient/audiogram template you require from the files attached:
  2. Add your specific information to the template file. To understand the fields in each template, see Template explanations.
  3. Once that's done, save the template file as a CSV file to your preferred location on your computer.

Important notes when creating import files

  • The Patient Import and Benson Patient Import documents you create should have first and last name, birth date, and gender at a minimum. Any fields that you do not use, please leave blank. Do not modify the format of the file in any way.
  • If you have plans to periodically update the patient list, change existing patient demographics, or link audiogram records from an external system to your patients, then the patient lists must include a unique ID number. This unique ID is used to match the correct patient to the correct audiogram when it is imported, or to update the patient demographic information if there are periodic imports. This ID number should be unique for each patient in your entire organization. If using the Patient Import template, this is called the ExternalID. If using the Benson Patient Import template, this is called the SubjectGUID.
  • If your files do not already include/generate a unique identifier for each person, here are examples of what you may choose to use when creating a unique identifier:
    • A combination of first name, last name, and date of birth.
    • A combination of first name, last name, and employee number.
    • Employee numbers, if they are guaranteed to always be unique for all employees.
  • Make sure the date format selected is the same as the date format entered in the template. To align the date format before uploading, click Change Date Format button.
  • All dates in your import file should use the same date format.

Part 2: Upload the data into the Data Management Portal

Method 1: Importing into a project

  1. Log in to the Data Management Portal.
  2. Create a new project in which you want to load your patients and audiograms:
    1. On the side menu, click Projects.
      A screenshot of the side menu in the Data Management Portal with Projects selected.
    2. On the Projects page, click New.
      A screenshot of the Projects page.
    3. Enter a name for your project and click Create.
  3. After creating the project, select the Patients tab. Click the Add icon to upload the import file you created in Part 1: Prepare your import file.
    • If you need to align the date format with the format used in your import file, click Change Date Format, select an option from the dropdown list, and click Save.
      A screenshot of the import patients and audiograms box.
  4. Successful imports will be displayed as Imported. You can view warnings or undo the upload if needed. Unsuccessful imports will be displayed as Failed. To see why the upload failed, click View Errors. A file will be downloaded that describes the errors.
    A screenshot showing a successfully imported patient list.
  5. After the patients have been imported to the project, you can upload the audiogram list. Remember that the ExternalID in the Audiogram List is what matches the audiogram to the patient.

Method 2: Importing without a project

  1. Log in to the Data Management Portal.

  2. On the side menu, click the File Manager, then select Data Imports.

    A screenshot of the side menu in the Data Management Portal with Data Imports selected under Filer Manager.

  3. Click the Add icon to upload the import file you created in Part 1: Prepare your import file.
    • If you need to align the date format with the format used in your import file, click Change Date Format, select an option from the dropdown list, and click Save.
      A screenshot of the import patients and audiograms box on the Patients page.
  4. Successful imports will be displayed as Imported. You can view warnings or undo the upload if needed. Unsuccessful imports will be displayed as Failed. To see why the upload failed, click View Errors. A file will be downloaded that describes the errors.
    A screenshot showing a successfully imported patient list.
  5. After the patients have been imported to the project, you can upload the audiogram list. Remember that the ExternalID in the Audiogram List is what matches the audiogram to the patient.

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