Record Attendance via Import

The Import Attendance feature is available for billers who need to record multiple services for multiple patients with the click of a button. 

Requirements

There are a few requirements to keep in mind before starting your import, let's review them below. 

• 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 be sure to designate that on each record.
• The importer cannot create new patients at this time. Please ensure all patients exist in the system before starting the import.
• For U/R required services, you'll need to ensure a plan is in place for each patient before the import.

User Permission Requirements

Organization Users and Managing Organization Users will require additional configuration of their user profile to enable the ability to import attendance. For more information on how to update a user profile, click here. 

Getting Started

To import attendance into the system successfully, the following columns are required. It's important to format each spreadsheet on a per-practice basis. If your organization has multiple practices, please create one spreadsheet per practice to ensure correct mapping. You can click here to use a preformatted attendance template.

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

Workflow

Let's review how to import attendance!

• 1. Navigate to the Attendance Calendar.
      
  2. Select the Import Attendance tab.
      
  3. Next, click Import Treatments.
     
  4. In the Import window, select Upload File.
     
  5. Select the desired attendance spreadsheet. 
  6. Confirm all column headers are mapped to the correct destination field.
     
  7. Select Continue
     
     
  8. Once the system finishes importing, verify that the information imported is accurate.
      
  9. Select Submit to complete the process.
      

Manage Imported Attendance

If an error is discovered during the import process, Kipu RCM offers users two methods of managing the information imported. Let's review each method and determine which is best for you!

Transform the Data

When the data has been imported but not yet submitted, the Transformation tool allows users to alter the information individually or on a bulk basis. 

• 1. In the Treatments Window, select the Transform icon.
      
  2. In the text box, instruct the system on how to transform the data and select the blue arrow icon. 
     
  3. Review the updates highlighted in green and select Transform Data.
      
  4. After the changes have been made, select Submit to finish importing attendance.
      

Undo Treatment Import 

After you have successfully imported your attendance, you can undo the import by selecting Undo Treatment Import. Please note this option is only available for up to three days after the attendance has been imported and for dates of service that are not apart of a claim.  

Helpful Hints

• 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.
• 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.

• Attendance Import Template.csv 196 Bytes