1. Halaxy Help Guide | New Zealand
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Prepare your data import file

When migrating your practice records into Halaxy, you must import your data by data type. After selecting a data type for your self import, you are provided with an import template file to transfer your records into. Preparing your import file correctly allows your records to sync into Halaxy seamlessly.

This article takes you through:

  • How and where to download the data import file

  • General guidelines on properly transferring your records into Halaxy's template file

  • The required fields on the import template file for each data type

  • Tips on avoiding errors in data imports

Note

To prepare your data import file, you must use a spreadsheet application such as Microsoft Excel or Google Sheets.

Tip

Need assistance for migration? Halaxy provides data migration services for your peace of mind.

Download the Halaxy import template file

If you don't have the import template file yet, follow the steps below.

  1. On the sidebar, click Settings > General.

  2. Under the Data Import section, click Import Data.

  3. In the pop-up, select the Data Type of the records you are importing.

  4. When the pop-up expands, click the file provided to download the import spreadsheet template provided for your selected data type.

When you have saved the import template file, you can now begin transferring your practice records.

Note

Have you exported your practice records from your previous software? If you need assistance, contact the provider's customer service team.

General guidelines

DO's Icon-Tick-Circle.svg

DON'Ts Icon-X-circle.svg

Optional

  • DO ensure that the source key column contains a unique patient ID for each row.

  • DO check if the import file template has multiple worksheets (or tabs).

  • DO follow the proper format (YYYY-MM-DD) for all date fields.

  • DO copy your exported records (from your previous provider) by column and paste them into the matching columns on the Halaxy template file.

  • DO NOT rename, rearrange or delete any of the columns.

  • DO NOT rename, rearrange or delete any of the worksheets.

  • DO NOT add any new columns or worksheets.

  • DO NOT leave any record under a required field empty.

  • You can rename the import file name.

Import your patients

Data-Prep-Patients-01.png

The Patients import template file contains 2 worksheets: Patients and PatientContacts.

To successfully import Patient records, take note of the following fields:

Field / Column

Notes

source_key

The unique ID for each patient or patient contact record. If you are importing your patients from another platform, this should be set to the patient ID listed in your data export from that platform. This is a required field and must not have any duplicates. You can manually assign sequential numbers to this row.

Note: You cannot import a previously imported patient record if their source_key is the same. If you still decide to import the same patient record, you can change the source_key and merge the two patient profiles.

First Name

This a required field for patient and patient contact records.

Date of Birth

Must follow the correct date format (YYYY-MM-DD).

SexIdentify / Sex Legal / Pronoun / Sex Birth

If you are importing these custom gender-related fields, you must first enable gender diversity in your Halaxy group settings before importing.

Country

If empty, Halaxy automatically populates this field with your practice group's default country.

Funder

Enter the funder name for the patient . This must match one of your existing funders in Finances > Fees > Funders.

This field is optional and can be left blank. You can set up funders and patient claim details later.

PayingOrganisation

Enter the paying organisation for the patient's funder. This must match one of your existing organisations in Contacts > Organisations.

This field is optional and can be left blank. You can set up organisations later.

enc 1 / enc2 / col1 / col 2

Depending on the Funder you entered, enter the field labels to include in a patient's claim (e.g. Card Number, Member Reference Number). This must match the fields in your Funder's funder type.

These fields are optional and can be left blank. You can set up funders later.

date1

Depending on the Funder your entered, enter the date field label to include in a patient's claim (e.g. Expiry Date, Accident Date). This must match the date field in your Funder's funder type.

These fields are optional and can be left blank. You can set up funders later.

Alert Colour

Must be in HEX code format. (e.g. #EC6B65)

Relationship

Optional field for patient contact. If it contains data, it must match contact relationship options on Halaxy.

ContactType

Optional field for patient contact. If it contains data, it must match contact type options on Halaxy.

Note

The PatientContacts worksheet fields are optional and can be left blank. However, if you are adding a contact record, it must have a source_key referring to the patient the contact should be linked to.

Import custom drugs

Each drug you add must have its own row in the spreadsheet. To successfully import custom drugs, take note of the following fields:

Field / Column

Notes

BrandOrTradeName

Manufacturer

Form*

Example: tablet

Route*

Example: oral route

PackSize*

Example: 30

Schedule*

The schedule classification of the custom drug

Active Ingredient* / Strength* / Strength Unit*

  • Each custom drug must have at least 1 active ingredient.

  • You can add up to 5 active ingredients for each drug.

  • Each active ingredient is required to have a specified strength and strength unit.

  • Examples: sertraline 50mg, cannabidiol <1% mg

*required

Updated

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