Therabill has a tool that will allow you to upload a Comma Separated Values (CSV) file of your referring provider information and have it imported into Therabill. This article will start with instructions for preparing the Comma Separated Values file and then how to use the Therabill CSV referring provider upload tool to import the referring providers into your Therabill referring provider database.
Importing a CSV file of referring provider information does take some technical know-how. This article does assume basic knowledge of Excel and how to create a CSV file from Excel. A simple Google search for creating a csv file from Excel will turn up many results to help you.
An example CSV File
You can download an example CSV file for referring provider import here: Referring Provider Import CSV Example
The Comma Separated Values File
You are probably going to start by using spreadsheet software such as Excel or Numbers. If you are exporting from other software, we recommend exporting to CSV and then opening the CSV file using spreadsheet software such as Excel or Numbers. This will make it easier for you to label the columns as described below.
Format of the CSV file
In order for Therabill to import your referring provider information from a CSV file, Therabill needs to know what column to look in (within the CSV file) for information about the referring provider. In other words, Therabill needs to know which column in the CSV file refers to the referring providers first name, last name etc.. This is done by properly labeling the columns of the CSV file following our standard column labels (see list below). This is probably best done by opening up the CSV file in spreadsheet software such as Excel or Numbers (on the Mac). The first row of the CSV file must be the column labels. Each row after the column label row will be a referring provider and their information.
Standard Column Titles
Below is a list of column labels and what they refer to. These should be the values for each column in the first row of the spreadsheet. In the list below, the label is shown in bold and is followed by a description of what the label is. Labels should be in all upper case, exactly as they are shown below.
Each row in the file will encompass all of the necessary columns for each patient's information.
Referring Provider Information
- FIRST_NAME The referring provider's first name
- LAST_NAME The referring provider's last name (NOTE: If the referring provider is a clinic, i.e. a business name, then enter the clinic name in the last name).
- NPI The referring provider's NPI (required)
- BOX_17A A secondary ID that might be required for the provider. This value will go in Box 17A of the CMS-1500.
- BOX_17A_TYPE The type of ID in Box 17A. This is either G2 if the secondary ID is a commercial number or 0B if the secondary ID is a State License number. The type code will go in Box 17A of the CMS-1500.
- TITLE The referring provider's title (i.e. Dr.)
- CREDENTIALS The referring provider's credentials (i.e. MD).
- LEGACY_ID This is an external ID. It is useful for storing the provider ID from other software.
- ADDRESS The referring provider's street address or PO Box (do not enter city, state and Zip here).
- ADDRESS2: If you need a second line for the street address
- CITY The referring provider's city
- STATE The referring provider's state. This must be the 2 letter state abbreviation.
- ZIP The referring provider's Zip code. If using spreadsheet software, make sure you do not format this column as a number. If the Zip code starts with 0 (zero) and the Zip column is formatted as a number, then the first zero will not be displayed.
- PHONE The referring provider's phone number
- FAX The referring provider's Fax number
- EMAIL The referring provider's e-mail address
Uploading and Importing the CSV file of Referring Provider Information
Once you have created your CSV file, you can now upload it and import it by following the directions laid out below.
First, navigate to your referring provider list by putting your mouse over Providers in the top navigation bar of Therabill and then clicking on Referring Providers in the drop down menu. Second, at the top right of your referring provider list, next to the Add Referring Provider button, click the link labeled Upload CSV. You will now see the form shown in the image to the right. At this point, you should already have the CSV file created and it should be located on your computer. You will use this form to upload that CSV file into Therabill. Depending on your computer and web browser, the upload form may look slightly different. The image above shows how it looks in Safari on a Mac computer. Click the Choose File button and your computer will open up a file explorer. From the file explorer find the CSV file and choose it. Once you choose it, Therabill will upload it and automatically begin processing it.
Therabill does some basic error checking when it uploads the file. It is first going to check the column labels to make sure it knows what each column labels means. If you have a column label that is not included in the list of column labels above, then Therabill will alert you by listing the unknown column label. If this happens, you will need to go back to your CSV file and fix the column labels. If Therabill recognizes all column labels, then Therabill will perform some minor error checking on values that you have entered. This is not a robust error checking. It is mostly up to you to make sure you have valid data entered within the CSV file. If it finds any errors, then Therabill will list the referring providers that it found. Referring providers that have errors will be highlighted in red (as shown in the image to the right). Referring providers with errors will be highlighted with red font. Click on the error to see a description of the errors (shown in the white box underneath the referring provider name) that Therabill found. In the description, Therabill will indicate the column label along with a short description of the error. You will need to go back to the CSV file to fix these errors and then re-upload the file using the Select CSV File form at the top.
VERY IMPORTANT: Make sure that no referring provider entry within the CSV file is missing both the first and last name. If this happens, Therabill will detect the error but you will not see the referring providers name listed. If you experience anything like this, then go through your CSV file and make sure that each referring provider has a first and last name.
Referring Provider List
If no errors were detected, then you will see a list of the referring provider names detected within the file. IMPORTANT: Your referring providers have not been imported yet. They will not be imported until you click the Import Providers button that will now be visible at the bottom of the form (see image to the right). To finish up and import the referring providers from the CSV file, you must click the Import Providers button at the bottom of the list. Before you click the import providers button, you will want to tell Therabill how to handle duplicates (two referring providers with the same NPI).
Merge Duplicates - If you put a check next to merge duplicates then while importing, Therabill will check to see if the NPI is already listed in your database of referring providers. If the NPI is already used, then Therabill will update your current referring provider information with the new information from the CSV file. If you do not choose to merge duplicates, then Therabill will not import the referring provider from the CSV file if you already have the NPI associated with another referring provider in your database.