Importing Treatment Notes

Within the Settings tab, choose Import to upload the treatment notes list for your clients.

Make sure the file is in CSV format and contains appointment IDs that correspond to the treatment notes being imported.

***PLEASE NOTE***

1. Before importing Treatment Notes, make sure that the appointments linked to the specific treatment notes have already been imported/added in My Appointments and that the appointment ID matches the correct treatment note.  For help with importing appointment notes, please see our article here.
2. Only a few fields can be matched during the import. Any additional fields in your CSV file are not required to be matched. Those fields will automatically be saved in your client’s notes.

After preparing and uploading your file, you can proceed to match the import fields with the available ones on the My Appointments platform.

If there are any errors in specific treatment note entries, they will not be imported. In such instances, you will have the option to download a CSV file that lists the failed imports. You can then address the issues, correct them, and re-upload the file.

Ensuring a successful import

To ensure your import is successful, check your data for the following:

• Appointment ID - may consist of numbers, letters, and symbols. There's no maximum limit to the characters you can enter, but it should be at least a minimum of 1 character. You can see the Appointment IDs of your clients in the appointment list file that you previously imported.
• Date format - accepts slash (/), period (.) and dash (-) as date separators. It can be dd/mm/yyyy, mm/dd/yyyy or yyyy/mm/dd.
• Time format - must be 24-hour format.
• Correct spelling, spacing and symbols - this applies to Service Provider’s name.

What data can I import?

As of now, you can import the following fields:

• Appointment ID
• Service provider name
• First name
• Last name
• Notes created date
• Notes updated date

What is a CSV file?

CSV stands for comma-separated values. It is one of the most common file formats for exporting data and can easily be opened or created, with Microsoft Excel or similar software.

If you're currently using another practice management system and want to import your clients' treatment notes list into My Appointments, follow their guidelines for exporting your data.

If you're not using a practice management system but want to speed up the process of adding your clients' treatment notes to My Appointments, create an Excel spreadsheet. A sample file can be downloaded here. Once you have added the treatment notes, click File > Download as CSV. Your file is now ready for import.