This article aims to guide you in extracting the required patient-related fields out of your EHR for import into ChronicCareIQ.
NOTE: some steps may be outdated depending on the version of your EHR. Please contact your vendor’s support team if you have any trouble exporting these fields:
Required Fields – First Name, Last Name, EMR ID, Date Of Birth
Desired Fields – Email Address, Phone Numbers (home, mobile, work), Diagnosis ICD-10 codes, Gender, Race, Ethnicity
Optional Fields – Provider (for CCM monitoring), Case Manager (for CCM monitoring), Primary Payor, Secondary Payor
Once you have obtained the required fields, please refer to this page: Patient Import Guide
Athena:
To Generate The Patient Demographics Export:
Click the Report menu bar, select Report Builder
Choose Patient Demographics, click Next
Choose Display Columns for the report:
From Location, choose:
Current Department
From Patient, choose:
Patient Address1
Patient Address2
Patient City
Patient Date of Birth
Patient Email
Patient Emergency Contact Name
Patient Emergency Contact Phone
Patient Emergency Contact Relationship
Patient Enterprise ID
Patient Ethnicity
Patient First Name
Patient Home Phone
Patient ICD-10 Diagnosis Code(s) in Date Range
Patient ID
Patient Last Name
Patient Middle Initial
Patient Mobile Phone Number
Patient Race
Patient Sex
Patient State
Patient Work Phone
Patient Zip Code
From Payer, choose:
Patient Primary Insurance Package Name
Patient Secondary Insurance Package Name
From Provider, choose:
Primary Provider ID
Click Next
Choose & Set Filters
From patient selection, choose:
Patient Age, between 40 and 110
Patient Deceased Yes/No,
Pick Show Only patients without a deceased date
Patient Status, select Active
Click Save Report
Report Name: CCIQ Patient Export
Report Description: Initial export for CCIQ plug-in
Report Category: Other
Report Section: Practice Report
Click View Report Library, OR click Report menu bar
Select Report Library
Click on the Patients tab
Under Other Reports
Click Run next to CCIQ Patient Export
Select Comma Delimited Text CSV
Click OK
Download the report once complete
The final step is to upload the generated report to the CCIQ website
To Generate The Diagnosis Export:
Click the Report menu bar, select Report Builder
Choose Clinical – Encounters, click Next
Choose Display Columns for the report
From Clinical Encounter, choose:
Clinical Encounter ID
Clinical Encounter Date
From the Diagnosis Code, choose:
ICD-10 Encounter Diagnosis Code
ICD-9 Encounter Diagnosis Code
From Patient, choose:
Patient ID
Choose & Set Filters
From Clinical Encounter, choose:
Clinical Encounter Date
Select Relative Date Range: Custom
Beginning 15 Year(s) Ago, Ending 0 Day(s) Ago
Click Save Report
Report Name: CCIQ Diagnosis Export
Report Description: Initial export for CCIQ plug-in
Report Category: Other
Report Section: Practice Report
Click View Report Library, OR click Report menu bar
Select Report Library
Click on the Patients tab
Under Other Reports
Click Run, next to CCIQ Diagnosis Export
Select Comma Delimited Text CSV
Click OK
Download the report once complete
The final step is to upload the generated report to the CCIQ website
Tebra/Kareo:
Log into Tebra/Kareo
You will be prompted to select a practice if there is more than one
Click Reports from the top menu bar
Select Patients, then Patient Demographics Export as shown in the image below
Click Customize
4. Customize the patient demographic export by using the dropdown options on the resulting page
Make sure that All Balances is selected under Balance
Service Date is selected under Date Type
Active Case is selected from the Patient’s Account
5. Select OK.
6. Click the Excel button on the resulting screen, and save the file to your desktop
AdvancedMD
Click Reports in the Menu Bar
Click Patient Listings
Click Demographics Listing
A new window should open
Click Export and select Excel
Click Generate
Save the file at the location
Run the Report a second time
Click Export and select CSV
Click Generate
Locate the file on your computer and verify the contents and format are correct
Practice Fusion:
Navigate to Reports
Select Patient List Report under Clinical Reporting
Click the drop-down to start a new query and select an option from the menu
To create a demographic list of all active patients within your EHR, we recommend running a query by age (i.e. >0, age range 0-100) shown in the image below.
You may add additional queries to further narrow your results
5.Click Run Report.
6. Once you’ve finalized your report, export your results by clicking Export CSV
NOTE: If you change the file name when saving, be sure to add .CSV to the end of the file name
7. Once you have exported the report to Excel, you can format and sort the file as necessary
eClinicalWorks:
Login to eClinicalWorks.
On the left-hand column, click the Registry tab
Once in that tab, there is another tab that says Registry again, click that
Click Encounters
Set the Date Range back 18 months
Click Run New (or Run Subset if that doesn’t work)
Click Save Queries then Save As
Click Saved Reports
Select the report you saved
Click Run Saved Report
Set the Encounter Date Range back 18 months
Select the Reports tab from there
Set the Date Range back 18 months
Two reports need to be formulated
Default patient list (For the patient’s date of birth only)
Patient list with address
Export both reports as a .CSV file
Locate the file on your computer and verify the contents and format are correct
Centricity:
Login and then navigate to Physician Office Practice Management
Click Reports then expand the Reports folder
Click Patients Folder
Select Patient List
Click Preview
Click Export (envelope icon)
Export the file as .CSV and make sure the delimiter/separator is a comma
NOTE: Depending on the version of Centricity in use, patient phone number and gender may or may not be included in the report. Contact the vendor if this information is not included in the version you’re using.
Save the .CSV file to your computer desktop, or somewhere you can find it easily
Open the file and verify the contents
Greenway:
Build a Patient Demographics Report using the Report Designer tool in the upper right-hand corner
The fields needed are in a pool on the left-hand side
Click and drag the required fields out onto the white dotted plane
Once all fields are in place, go into the Filter option in the upper menu
Click Match All Filters
Select Date of Birth from the drop-down box in the first column
Select Greater Than from the drop-down box in the second column
Type 01/01/1900
Select Visit from Date from the second drop-down box in the first column
Select Greater Than or Equal To from the second drop down box in the second column
Type a date that goes back 18 months from the current date.
Click Save on the left-hand side
Go back into the Reporting Tool in the top menu
Find the name of the report that was saved and open it
The report will run in a sample window
Click Excel in the top menu of the sample window.
Enter a name for the file and location to save the exported Excel file
Save the completed report as a .CSV file
Locate the new file and verify its contents and format are correct.
Cerner:
Log into Cerner
Choose Patient List on the second top bar
Click the wrench icon to open the Modify Patient Lists window
Click New to generate a new patient list
Choose Custom
Filter by Time Criteria (past 18 months)
Put a name for the list (for example “CCIQ Import”), and then click Finish
Move the newly generated list from Available List to Active List, and then click OK
Click the second last icon on top of the Patient List to open the Customize Columns Tool, and add the desired columns
Print out the list
NextGen:
Click Reports on the top menu bar
Click General
Click Patient Chart Demographics
Choose all needed patient fields using columns
Choose the date range using:
First the Filter Date
Then the Custom Date (within the last 18 months)
Click OK
Run your report
Save the completed report to your computer’s desktop as a .CSV file.
Locate the file on your computer and open it to verify its contents and format are correct