Import Clients from a Migration CSV File

IMPORTANT: The first thing to do is save a copy of your CSV file as an Excel .xlsx file. You will use the copy as your Import file and will make changes to it. The original will then be intact for future reference if needed.

To save the Excel file as an Excel (*.xlsx) file:

1. Open the migration Excel file in Excel.
2. Click File > Save As
3. Add IMPORT- to the beginning of the file name.
4. Select Excel Workbook (*.xlsx) from the drop down below the file name.
   
    

Begin by opening the Import Clients page in My Clients Plus by Ensora Health and adding the import columns.

IMPORTANT: As you go through this process you must complete the setup and import your client file all at once. If you leave My Clients Plus or the Import Clients Page at anytime you will have to add the import columns again before uploading the Excel file.

1. Go to Clients in the main navigation and click Import Clients on the side navigation.
2. Be sure that First row is a header is checked.
3. By default the first two fields will appear under Add Columns: First Name, Last Name.
   

Open the IMPORT-xxxxx-clients.xlsx file you saved. Look at the first row of the spreadsheet. The instructions here are in the order you need to add columns on the Setup your import file page.

You will delete any columns on the Excel not used in My Clients Plus by Ensora Health. Below is a list of the first 11 columns followed the steps you will take to add them to My Clients Plus by Ensora Health and change them in the Excel file.

In the example Excel spreadsheet the first columns are:

1. Status - not used and will be deleted.
2. ID - will be changed to Client ID
3. First Name - will be changed to First Name (required)
4. Middle Name - no change
5. Last Name - will be changed to Last Name (required)
6. Address - will be changed to Street
7. Address - data here will be copied to the new Street column and this column will be deleted.
8. City - No Change
9. State - will be changed to State/Territory
10. Zip - no change
11. Email - no change

The columns you Add when you Set up your import file must have the same name in the Excel and be in the same order.

Add and edit for Client ID, First Name, Middle Name and Last name.

1. Status is the first column on the Excel and must be deleted.
2. On My Clients Plus by Ensora Health Setup your import file page:
   • Click Select a column, choose Client ID.
   • Click Add.
   • Client ID is added to the fields below.
   • Drag the field above First Name.
3. On the Excel file
   • Change ID to Client ID.
4. On My Clients Plus First Name is already added.
5. On My Clients Plus
   • Click Select a column, choose Middle Name.
   • Click Add.
   • Middle Name is added.
   • Drag the Middle Name field between First Name and Last Name.
6. On the Excel file
   • Change Middle to Middle Name.
     

You have now mapped Client ID, First Name (required), Middle Name, Last Name (required) in My Clients Plus and edited the Excel file. The four fields in My Clients Plus should match columns A, B, C and D on the Excel file.

On the sample Excel there are two Address columns. You can only import one and it appears in My Clients Plus by Ensora Health as Street.

NOTE: If the second address column contains needed data (apartment or unit numbers) copy that information into the first address column before importing.

Add and edit Address and Street:

1. On My Clients Plus by Ensora Health select Street from the drop down and click Add.
2. Street is added to the list after Last Name.
   
3. On the Excel file
   • Change the name of the first Address column to Street.
   • Copy any data from the second Address column to the new Street cell.
     
   • Continue this process as necessary for the rest of the Address column.
   • Delete the second Address column.

Add and edit City, State, Zip and Email

1. On My Clients Plus by Ensora Healthselect City from the drop down and click Add.
2. On My Clients Plus by Ensora Health select State/Territory from the drop down and click Add.
3. On the Excel file change State to State/Territory.
4. On My Clients Plus by Ensora Health select Zip from the drop down and click Add.
5. On My Clients Plus by Ensora Health select Email from the drop down and click Add.

You have now mapped Client ID, First Name, Middle Name, Last Name, Street, City, State/Territory, Zip and Email in My Clients Plus by Ensora Health and edited the Excel file. The 9 fields in My Clients Plus by Ensora Health should match columns A, B, C, D, E, F, G, H and I on the Excel file.

 

In the example .Excel there are 4 phone number columns Home Phone, Office Phone, Mobile Phone and Fax. My Clients Plus by Ensora Health only contains fields to import Home Phone and Mobile Phone.

As these are Client files we are assuming that the Office Phone is less used that the home phone. You will need to decide which numbers will be kept but it is recommended to:

1. Copy any Office Phone data on the spreadsheet into the Home Phone column on the spreadsheet when there is no Home Phone Number.
   If there are clients listed with both home and office phones you will need to decide which number you need to keep. Blank Mobile Phone cells could be used for Office Phone if needed.
2. Delete the Office Phone column on the Excel.
3. Delete the Fax column on the Excel.
4. In My Clients Plus select Home Phone and click Add.
5. In My Clients Plus select Mobile Phone and Add.
   
    

Birthday, Social Security and Sex appear on the spreadsheet. They also are in the same order in the Add Columns selection drop down.

1. On My Clients Plus select Birth Date from the drop down and click Add.
2. Change Birthdate to Birth Date on the Excel file.
   Birth Date must be in the format mm/dd/yy NOT mm/dd/yyyy
3. On My Clients Plus by Ensora Health select Social Security Number from the drop down and click Add.
4. Change Social Security to Social Security Number on the Excel file.
5. On My Clients Plus by Ensora Health select Legal Gender from the drop down and click Add.
6. Change Sex to Legal Gender on the Excel file.
   Legal Gender must be the full word e.g. Male NOT M.
   
    

There will be a number of columns related to insurance, insured and other details. The following are the columns that will be imported and the change for the column headings.

1. On My Clients Plus by Ensora Health select Policy or FECA Number from the drop down and click Add.
2. Change Primary Ins ID to Policy or FECA Number on the Excel file.
3. On My Clients Plus by Ensora Health select Group Number from the drop down and click Add.
4. On My Clients Plus by Ensora Health no changes for Group Number.
5. On My Clients Plus by Ensora Health select Insured ID Number from the drop down and click Add.
6. Change ID Number to Insured ID Number on the Excel file.
    

The remaining data will not be uploaded into My Clients Plus by Ensora Health and the remaining rows on the Excel file should be deleted.
 

The final Import Clients page will look like this:

The final Excel columns should be in the same order with the exact same names:

Once you have verified the Columns in My Clients Plus by Ensora Health matches the columns in the Excel you can upload the file.

1. Click the Click here to upload files and navigate to the IMPORT-xxxxx-clients.xlsx you created.
   OR drag and drop the file onto the Click here to upload files box.
   
2. Preview Client Data before you import.
3. Click Cancel Import if you need to correct something in the excel spreadsheet.
4. OR click Looks good, Import now button to begin Client import.
   
5. Upload is complete and you can navigate to Client Details to review the imported clients.