The PPS Client Import Utility allows clients to be added en masse into your PPS system using a standard spreadsheet file.
Additional information such as accounts or clinical notes, as well as information held in different formats - such as data from systems other than PPS can be imported into your system by our technical team. For information on this service please contact the PPS sales team via firstname.lastname@example.org or 01283 550 777.
Section One - Preparing the Import
It is essential that the spreadsheet used for the client import is set out correctly. A template for this can be obtained from the link below or from within the PPS Client Import Utility screen. It's important that you do not make any changes to the layout of this template. PPS imports the client data based on a pre-set column order so these will need to be left as-is in the template. It is not possible to add additional columns or alter the order in which they appear. The import process will end once it reaches a blank row in the spreadsheet. If you have any blank rows within the body of your spreadsheet then these will need to be removed as the import will end here and any subsequent clients will not be added to the system.
Download a template spreadsheet in the correct format for use with the PPS Client Import Utility here: PPS Client Import Sheet.xlsx
Section 2 - Running the Import
a. To begin the Import process navigate to Tools > Database Maintenance > Import Clients from Spreadsheet.
b. From here you have a series of options to configure and commence your import. To begin, you'll need to locate your import spreadsheet by clicking the ellipses beside the Select File for Import field. This will open a browse window which you can use to locate and select the spreadsheet you have prepared. If the document is password protected then you can enter the password in the field directly below here.
Next, you can choose how the import will treat any matches it may find in the spreadsheet. You can chose to ignore these or overwrite any entries with the subsequent duplicate information.
Finally, if the clients added to the system as part of the import should be assigned to a particular practitioner or location within their client details the you can set these here.
c. Once you're happy with all of the options click Import Selected File to begin the import.
d. You'll next be presented with a preview of the records to be imported. Review this and choose OK to proceed and Cancel to return to the import screen should you need to go back and make any additional changes.