Help Center Membership Management: Settings Data: import, export & maintenance
Data: import, export & maintenance
What it controls: downloading patients, orders and follow-ups as CSV spreadsheet files; adding patients from a CSV file; and re-running the alert check.
Click path: Admin → Settings → Data: import, export & maintenance.
A CSV file is a simple spreadsheet file that Excel, Google Sheets and most EMRs can open and save.
Who:
| Part | Shown when |
|---|---|
| Export to CSV | The clinic has CSV import & export in its plan, and you have Export patients, orders and follow-ups to CSV. |
| Import from CSV | The clinic has CSV import & export, and you have Add / edit manual patients, review Zenoti matches. |
| Maintenance | You have Run the EMR sync / sweep. |
If none apply, this card is empty.
Export to CSV
Note on screen: Patients export uses the same columns as the import template first (so an exported file imports back unchanged), followed by the portal's own columns, status, reorder, follow-up, medication. Files contain patient information: keep them inside the clinic.
| Control | Choices |
|---|---|
| What | Patients & memberships, Orders, Follow-up attempts. |
| Memberships (patients only) | Current (not cancelled) (default), Active (paid up to date), Suspended, Payment failed, Frozen, Everything, including cancelled and archived. (Labels use your EMR's words.) |
| Due from / From and To (orders and follow-ups) | Optional date range. Leave blank for all. |
| Membership type | All or one type. |
| Download CSV | Makes the file and saves it to your computer's Downloads. Shows Preparing… while it works. |
After download: N rows saved as {file name}. Every download is recorded in the audit log with its row count.
Import from CSV
Note on screen: Add patients and memberships from a spreadsheet (the file exported above imports back unchanged). Rows with the same name and date of birth become one patient; active duplicates are skipped.
Click Import CSV… to open the importer (Close import closes it).
- Choose a file and, if you need a starting point, click Download template for an empty CSV with the right columns.
- One row = one membership. A patient with two memberships is two rows with the same name and date of birth; they become one patient.
- A table Columns in {file} (N rows) shows Your column, Imports as (a drop-down of portal fields, or - ignore, ; required fields are marked
*) and First row (the first value, so you can check). Columns are matched by their names automatically; change any that are wrong. - Required: a name (fullName, or firstName + lastName), a membership type (membershipType, or tags for OptiMantra exports), and startDate (not needed with tags). Missing ones show Map these required columns: ….
- Click Check the file. Nothing is saved yet. A summary shows: Ready to import: N memberships for N new patients and N existing · N existing memberships updated · N linked to the EMR by patient id · N unchanged rows skipped · N rows whose tag is not a membership (skipped) · N rows with problems (not imported), plus tables of problems and skipped rows, and a fold-out of existing memberships that would change.
- Click Import N memberships (and + update N when existing ones change). The summary then starts with Imported:.
Matching: a row that matches a patient already in the portal (EMR id first, then e-mail or phone, then name + date of birth) updates that patient instead of making a duplicate. Blank cells never erase anything.
For OptiMantra clinics, OptiMantra's patient export can be uploaded as it is: each tag that matches a membership-type rule becomes that membership. Tags that match no rule are listed in red with Add a rule under Membership types for each tag that is a membership, then click "Check the file" again.
Maintenance: Re-run alert sweep
Button: Re-run alert sweep, with the note Re-evaluates reorder / follow-up / payment alerts from what is already stored, no EMR call. The hourly sweep does this on its own.
Use it after a change when you want the dashboard and alerts updated now instead of at the next hourly check. The message at the top of the page starts with Sweep: and lists the counts of what it did (for example reorder cycles opened, alerts raised or cleared).
Questions people ask
Q: I don't see Import or Export.
A: Either CSV import & export is not in your plan, or your role lacks the permission (Export patients, orders and follow-ups to CSV for export; Add / edit manual patients, review Zenoti matches for import).
Q: Can I re-import a file I exported?
A: Yes. The patients export puts the import columns first, so it imports back unchanged.
Q: Will importing create duplicates?
A: No. Rows matching an existing patient update that patient. Rows with the same name and date of birth become one patient. Unchanged rows are skipped.
Q: Will a blank cell in my file erase data in the portal?
A: No. Blank cells never erase anything.
Q: Is the exported file safe to e-mail?
A: It contains patient information. Keep it inside the clinic. Every export is recorded in the audit log.
Q: What is the difference between "Re-run alert sweep", "Re-apply rules" and "Sync now"?
A: Re-run alert sweep re-checks reorders, follow-ups and payment alerts from stored data. Re-apply rules re-types patients from your membership-type rules (then re-checks). Sync now pulls fresh data from the EMR (then re-checks). None of them are needed day to day; the morning run and hourly checks do all of this on their own.
Q: The sweep message is a list of words and numbers. Did it work?
A: Yes, if you see Sweep: followed by counts. They show what was opened, raised or cleared.