CiviCRM HowTo Import Patients into a Study from a CSV file

Tags: CiviCRM HowTo Data Integrations

Process Overview

1. Define Import File
2. Match Fields
3. Define Group for Imported Patients
4. Review Import
5. Remove patients from group that already have an enrollment in the required study.
6. Create study enrollment for the remaining contacts.

Process Detail

1. Define Import File

1. Choose the Import Contacts item from the Contacts menu of CiviCRM.
2. Select the import file and define it's characteristics.
   • Make sure to choose contact subtype of Subject.
   • Choose the dedupe rule Email, NHS Number, UHL S Number - Unsupervised
   • Choose the skip option for For Duplicate Contacts. Only choose the update option if you are sure that your details are correct and more up to date than the details already in CiviCRM

2. Match Fields

1. Select the matching CiviCRM field for each of the appropriate columns in the CSV file.
   • Not all fields need to be imported.
   • Make sure to define matches for email, NHS number and UHL S Number, so that duplicate matching cane be done.

3. Define Group for Imported Patients

1. Select the option Add imported records to a new group
   • Give the group an appropriate name.
   • Use a date in the name to avoid duplicate name.
   • Delete the group when the import has been successfully completed.

4. Review Import

1. If duplicates have been found download the list of duplicates and validate.
2. You may decide to import these manually, or import again, updating duplicates.

5. Remove patients from group that already have an enrollment in the required study.

1. Perform an Advanced Search from the Search menu, for all contacts that have a Study Enrollment for the required study.
2. Select all contacts and choose the Remove Contacts from Group option from the actions drop down.
3. Select the newly created group from the Select Group drop down and click the Remove from Group button.

6. Create study enrollment for the remaining contacts

1. Choose the Find Contacts option from the Search menu.
2. Select the newly created group from the groups drop down and click Search.
3. Select all the contacts and select the Create enrollment for each action from the actions drop down.
4. Enter the appropriate enrollment details and click Create Study Enrollments button.

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