Bulk Import & Export

Efficiently import and export large amounts of data using CSV or Excel files for quick setup, data migration, and backup.

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Overview

KiviCare Pro’s Bulk Import & Export feature allows you to add hundreds or thousands of records at once, migrate data from other systems, and create backups of your data.

Key Benefits:

• Time Saving: Import 100s of records in seconds
• Data Migration: Move from other EHR/clinic systems
• Multiple Formats: CSV and Excel (XLSX) supported
• Bidirectional: Both import and export
• Auto-Notifications: Send welcome emails/SMS to imported users
• Smart Validation: Automatic error detection
• Sample Files: Download templates for easy formatting

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What You Can Import/Export

Available Data Types

Users & Staff:

1. Doctors – Name, specialization, credentials, contact
2. Patients – Demographics, medical history, insurance
3. Receptionists – Reception staff details
4. Clinics (Multi-clinic) – Clinic info and clinic admin

Operational Data:
5. Appointments – Bulk schedule appointments
6. Services – Doctor services and pricing
7. Prescriptions – Medication master list
8. Custom Fields – System field definitions
9. Listings – Medical terms and classifications

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Importing Data

Quick Import Process

Simple 4-Step Process:

1. Choose Data Type
2. Download Sample File
3. Fill Your Data
4. Import File

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Step-by-Step: Importing Patients

Step 1: Access Import Tool

For Patients:

1. Patients → All Patients
2. Click Import
3. Import modal opens

For Other Data:

• Doctors → All Doctors → Import
• Appointments → All Appointments → Import
• Services → Doctor Services → Import

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Step 2: Select File Format

CSV
XLSX

Recommendation: Use CSV for simplicity, XLSX if you need Excel features

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Step 3: Download Sample File

• Click Download Sample File
• Keep headers unchanged
• Delete example rows

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Step 4: Fill Your Data

Example

first_name,last_name,email,country_calling_code,country_code,contact,gender
John,Doe,john@example.com,+1,US,5551234,male

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Step 5: Upload File

• Upload filled CSV/XLSX
• File name appears
• Ready to import

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Step 6: Notification Options

☐ Email
☐ SMS / WhatsApp

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Step 7: Import Data

• Click Import
• Progress bar shown
• Wait for completion

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Step 8: Review Results

Total Rows: 250
Inserted: 247
Failed: 3

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Required Fields by Data Type

Doctors Import

Required Fields

• First Name
• Last Name
• Email
• Contact
• Gender
• Specialization

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Patients Import

Required Fields

• first_name
• last_name
• email
• contact
• gender

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Clinics Import (Multi-Clinic)

Clinic Information

• clinic_name
• contact
• address

Clinic Admin Information

• clinic_admin_first_name
• clinic_admin_email

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Services Import

Required Fields

• category
• name
• charges
• doctor_id

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Appointments Import

Required Fields

• date
• start_time
• end_time
• service
• clinic_name
• doctor_name
• patient_name

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Prescriptions Import

Required Fields

• name
• frequency
• duration

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Exporting Data

Export Process

Method 1: List Page Export

• Open list page
• Click Export
• Download file

Method 2: Filtered Export

• Apply filters
• Click Export
• Download filtered data

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Data Format Guidelines

Date Format

YYYY-MM-DD

Time Format

HH:MM (24-hour)

Phone Numbers

+CountryCode | CountryCode | Digits only

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Common Import Errors

Duplicate Email

• Email must be unique

Missing Required Field

• Required fields cannot be empty

Invalid Date Format

• Use YYYY-MM-DD

Invalid Gender Value

• Use: male, female, other

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Best Practices

Before Importing

• Test small batch
• Backup existing data
• Clean duplicates

During Import

• Keep browser open
• Don’t interrupt

After Import

• Verify records
• Review summary
• Re-import failed rows

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Large Dataset Tips

Import Order

1. Clinics
2. Doctors
3. Patients
4. Services
5. Appointments

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Security & Privacy

Data Protection

• Secure processing
• HTTPS transmission
• Temporary file storage

User Passwords

• Auto-generated
• Reset after first login

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Troubleshooting

Import Button Disabled

• Select file format first

Upload Failed

• Check file size
• Try different browser

Import Stuck

• Wait
• Refresh
• Contact support if repeated

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Related Features

• Multi-Clinic Management
• SMS Notifications
• Custom Forms