SOAPwareXchange Patient Loader Utility

The Patient Loader Utility is an application installed along with SOAPwareXchange, it allows you to import patient information from a comma delimited file (*.csv, *.txt, etc...).  If you have an excel file it will need to be saved as  the CSV file format to be able to be imported.  The Patient Loader can be found under Start > All Programs > SOAPware.

WARNING:  Backup your current database before running this application, if you select an incorrect File Layout, Field Delimiter, or Record Delimiter; it can cause the information to be loaded incorrectly, which in turn can damage\corrupt your database.  If you damage\corrupt your database, you will need to restore the backup before the next import attempt can take place.

Patient Loader

Patient Loader

Patient Information File is where you browse & select the Patient Information File you want to import into SOAPware.  See the Image below for instructions on selecting a file:  Click the ↓ button next to the  "Look In" box, select the folder the file is contained in, select the file in that folder, & click Open.

SOAPware Fields is the list of fields that can be imported into SOAPware, if the field you desire is not listed that information can not be imported and that column\field will need to be removed from the Patient Information File.  Selected fields are transferred to File Layout with the → Button.

File Layout is the list of fields that will be imported into SOAPware from your Patient Information File, the fields must be selected in the order they are in the Patient Information File.  If the fields are not selected\placed in the proper order errors can occur or patient info could be loaded incorrectly damaging the database.  Selected fields can be removed from the list with the ← Button.

Field Delimiter is the punctuation used to separate fields\columns in your Patient Information File; commas, slashes, etc...  Example:  Mr,Richard,Smith,K,19550517,123387699,22 Gabrielle,Rochester Hills,MI,48307,5556500023,,10

Record Delimiter is the punctuation used to separate rows in your Patient Information File; line feeds, returns, new line, etc...

Date Format allows you to select what format your dates are stored in your Patient Information File so that they will be processed in the correct way.

Import will start the process of importing patients based on the settings you have entered.

Patient Counter will show the number of patients being loaded into SOAPware.

Close will exit out the Patient Loader application.

Patient Loader Logging

Patient Loader version 2012.0.2xx and later will also store a log of all files it imports. The default directory for these logs is at C:\ProgramData\patientloader.

Compatible Demographic Fields

Patient Loader can import general demographics, custom demographics, and limited insurance policy information.

General Demographics

  • Last Name
  • First Name
  • Middle Initial
  • Title
  • Suffix
  • Street Address 1
  • Street Address 2
  • City
  • State
  • Zip Code
  • Home Phone
  • Cell Phone
  • Work Phone
  • Fax
  • Email
  • Sex
  • Marital Status
  • Birth date
  • Chart Number
  • Social Security Number
  • Primary Physician

Custom Demographics

Insurance Policy (for up to two policies)

  • Company
  • Group
  • Policy
  • Primary Insured
  • Contact
  • Phone
  • Expiration
  • Comment