Using the Appointments upload in bulk uploads you can upload past or future appointments when migrating to Adracare.
Getting your Data Ready
The linking data must be formatted using the attached template and each column must use one of the following values or value types.
Please note that there is a file size limit of 20 mb.
| Column Name | Required Value | Example | Mandatory |
| external_encounter_id | Text | 551 | No |
| external_appointment_id | Text | 123 | Yes |
| location_name | Text (location name that matches Settings -> Locations | Virtual | Yes |
| start_at | Text (date in the YYYY-MM-DDTHH:MM-UTC) | May 6th, 2024 at 4:00 PM EST would be 2024-05-6T16:00-5:00 | Yes |
| end_at | Text (date in the YYYY-MM-DDTHH:MM-UTC) | May 6th, 2024 at 5:00 PM EST would be 2024-05-6T17:00-5:00 | Yes |
| external_patient_number | Text (can only be set via a bulk client upload) | 112 | Yes |
| patient_first_name | Text | Michael | Yes |
| patient_last_name | Text | Davis | Yes |
| treatment_name | Text (should match a Healthcare Service found in Settings -> Service Templates) | Counselling 30 | Yes |
| provider_email | Text (should match the provider's email on the platform) | [email protected] | Yes |
| first_visit | True False | False | Yes |
| appointment_note | Text | Called client to confirm booking | No |
| appointment_creation_date | Text (date in the YYYY-MM-DDTHH:MM-UTC) | May 5th, 2024 at 2:00 PM EST would be 2024-05-5T14:00-5:00 | Yes |
| no_show_at | Text (date in the YYYY-MM-DDTHH:MM-UTC) | May 5th, 2024 at 4:15 PM EST would be 2024-05-6T16:15-5:00 | No |
| cancelled_at | Text (date in the YYYY-MM-DDTHH:MM-UTC) | May 6th, 2024 at 2:00 PM EST would be 2024-05-6T14:00-5:00 | No |
| cancellation_reason | Text | Unavailable | No |
Completing the Bulk Upload
Uploading your File
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Login to the platform
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Navigate to Settings -> Bulk Uploads
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If you do not see bulk uploads the feature not be enabled for your organization or your role does not have access to it.
- If you are a Provider Admin role you can enable the bulk uploads flag within Access Management.
- If your organization does not have bulk uploads enabled please contact us
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- Click New Upload
- Select Appointments from the Type of Upload dropdown
- Select the relevant Timezone
- Open your file by clicking Select Files
- Click Upload
Monitoring the Results
Once completed, you can monitor the progress within the Upload History section.
While processing the file the status will be In Process which can take a few minutes, it is recommended you refresh your page to confirm its status.
If an upload has failed to be processed the status will appear as Failed, if the system was able to process the file the status will be Completed.
Please note that the file can be processed and be marked as completed but still have errors. As well, only the first error will be flagged as the system stops processing the row once an error is found.
Checking for Errors
- Click on View Results
- If there were any errors they will be flagged in the Results section, if there are none a No data available in table message will appear
Otherwise the errors will appear
- Review the error message and correct the error
- Refer to the CSV Line and identifiers to locate the specific line with the error
- Create a new CSV file with the corrected details and reattempt your upload
