How to Bulk Import Attendance

If needed, you can bulk import attendance into AveaOffice. 

Before You Begin

There are a few requirements to keep in mind before starting your import:

  • Attendance import does not support private pay services at this time. 
  • The importer accepts any .csv, .tsv, .xls, .xlsx, .xml, or .txt file with any set of columns as long as it has 1 record per row.
  • The importer will only read 1 sheet at a time from an excel file. If your file contains more than 1 sheet, you'll be prompted to select which one you'd like to import first and you'll need to repeat the process for any consecutive sheets.
  • Each sheet should only include treatments for 1 practice. There can be multiple facilities within the practice, but make sure to designate that on each record.
  • The importer cannot create new patients at this time. Please ensure all patients exist in AveaOffice before starting the import.
  • For U/R required services, you'll need to ensure a plan is in place for each patient prior to the import.

Required Permissions: To import attendances users must have the Important Attendance permission enabled in their user profile.

Preparing Your File

The following columns are necessary to successfully import attendance into AveaOffice.

Column Required Example
U/R Required Yes Yes
First Name Yes John
Last Name Yes Doe
Date of Birth Yes 1/1/1990
Facility Yes Portland
Service Yes Detox
Date of Service Yes 1/1/1900
Units Not required if U/R plan exists 3
Rendering Provider Not required if U/R plan exists Doe, Jane
Billing Provider Not required if U/R plan exists Doe, Jane
Referring Rendering Provider Not required if U/R plan exists Doe, Jane
Referring Rendering Provider Role Not required if U/R plan exists Referring Provider
Diagnosis Not required if U/R plan exists F10.20, F11.1

Importing Attendance

  1. Navigate to the Attendance calendar and click Import Treatments to bring up the import modal.
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  2. Click Upload data from file to select your file, or simply drag your file onto the import modal to begin the upload.
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  3. The system will import the data and allow you to choose the desired sheet (if needed). Click Continue. mceclip2.png
  4. Set your header row. mceclip3.png
  5. Review how the columns in your file were matched to each field in AveaOffice. If the importer was unable to automatically match one of your columns, you'll need to manually match and confirm the mapping before moving on to the next step.
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  6. Finally, review the import and correct any validation issues. Validation errors will appear as highlighted cells in the import modal. You can click into these cells and make direct updates. 
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  7. When done, click Continue
  8. Click Yes to import.
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  9. The Attendance will be recorded in each patient row for the indicated date of service. 

Import Status

You can review the list of past imports, their status, and related practice/organization from the Import Status tab. 

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Revert Imports

Click the "Undo" link to reverse an import that may have been imported in error. This will remove those treatments from the attendance calendar.

Note: This can only be done for imports uploaded in the last 3 days and for treatments that are not already associated with a claim ID.

FAQ

Q: Why don't I see the import button?

A: Any user who has been granted permission to use the feature will be able to import attendance. If you don't see the option to import, please contact your Managing Organization Admin to be granted access.

Q: Do I have to match the columns in my file every time I want to import attendance?

A: If you use the same column headers for every import, the importer will learn how to match columns so you won't need to for future uploads. However, if your column headers are ever renamed, you'll need to manually match the columns until the importer re-learns your file format.

Q: What's the best way to correct a validation error? Do I have to leave the import and start over?

A: If you are presented with a validation error on the Confirm step that requires you to take action elsewhere in AveaOffice, we recommend opening a new tab to make the necessary change (ex: add the missing patient, add the missing U/R plan, etc.).

Once complete, navigate back to the import modal, make a change to the invalid row (ex: delete the last letter in the patient’s first name and re-enter the deleted letter), and the importer will re-verify that row with AveaOffice.

If you are presented with a validation error that is a result of a misspelling or missing a required field, you can simply select the cell and type in it to correct the error.

Q: Can I undo or reverse an import?

A: Yes! In the Import Status tab of Attendance, you can see recent imports completed. Click the "Undo" link to reverse an import that may have been imported in error. This will remove those treatments from the attendance calendar. Note: This can only be done for imports uploaded in the last 3 days and for treatments that are not already associated with a claim ID.

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