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Providers Data Import

Import your historical Provider records to Casebook

 

Prerequisites

Please read this article before importing data: Using Data Import Templates for Bulk Edits

The maximum limit for each import is 30,000 records across all tabs - If your import will exceed this limit, please break the import up to support the 30,000 record limit or consider using the Casebook API to import larger or more complex datasets

Instructions

Locations

  • Column A: ID
    • To create new records, leave this column blank and a system ID will be created for each row
    • Otherwise to update existing records, you will need to match the ID in Casebook to the import sheet
  • Column B: Address 1
    • First line of the Provider's Location (e.g. 123 Main Street)
    • Format: Text
  • Column C: Address 2
    • First line of the Provider's Location, if applicable (e.g. Unit 1)
    • Format: Text
  • Column D: City
    • City for the Provider's Location (e.g. Seattle)
    • Format: Text
  • Column E: State
    • 2-character state code for the Provider's Location (e.g. WA)
    • Format: Text
  • Column F: Zip Code
    • 5-character Zip Code for the Provider's Location (e.g. 12345)
    • Format: Number (no decimals)
  • Column G: County
    • County for the Provider's Location (e.g. King County)
    • Select from dropdown
  • Column I: Country
    • Country for the Provider's Location (e.g. US)
    • Format: Text
  • Column J: Notes
    • Notes about the Provider's Location, if applicable (e.g. Mobile unit)
    • Format: Text
  • Column K (Required): Import Operation
    • Use "Create" to create new records, "Update" to update existing records, or "None" if no action is required
    • Select from dropdown

    Licenses

    • Column A: ID
      • To create new records, leave this column blank and a system ID will be created for each row
      • Otherwise to update existing records, you will need to match the ID in Casebook to the import sheet
    • Column B (Required): License Type
      • Type of License (e.g. Certificate)
      • Select from dropdown
    • Column D: Started On
      • Start date for the Provider's License, if applicable
      • Format: Date (MM/DD/YYYY)
    • Column E: Ended On
      • End date for the  Provider's License, if applicable
      • Format: Date (MM/DD/YYYY)
    • Column F (Required): License Status
      • Status for the  Provider's License (e.g. Active)
      • Select from dropdown
    • Column H (Required): Import Operation
      • Use "Create" to create new records, "Update" to update existing records, or "None" if no action is required
      • Select from dropdown

    License Conditions

    • Column A:  ID
      • To create new records, leave this column blank and a system ID will be created for each row
      • Otherwise to update existing records, you will need to match the ID in Casebook to the import sheet
    • Column B (Required): License ID
      • ID for an existing License in Casebook
    • Column C: Gender
      • Gender requirement for the Provider's License, if applicable (e.g. Female)
      • Format: Choose from dropdown
    • Column E: Minimum Age
      • Minimum age requirement for the Provider's License, if applicable (e.g. 1)
      • Format: Number (no decimals)
    • Column F: Maximum Age
      • Maximum age requirement for the Provider's License, if applicable (e.g. 99)
      • Format: Number (no decimals)
    • Column G: Other Condition
      • Other requirements for the Provider's License, if applicable (e.g. Washington state only)
      • Format: Text
        • Column H (Required): Import Operation
          • Use "Create" to create new records, "Update" to update existing records, or "None" if no action is required
          • Select from dropdown

        Providers

        • Column A: ID
          • To create new records, leave this column blank and a system ID will be created for each row
          • Otherwise to update existing records, you will need to match the ID in Casebook to the import sheet
        • Column B (Required): Provider Name
          • Name of the Provider
          • Format: Text
        • Column C: EIN
          • Employer Identification Number for the Provider, if applicable (e.g. 12-3456789)
          • Format: ##-########
        • Column D (Required): Type
          • Type of Provider
          • Select from dropdown
        • Column F (Required): Provider Status
          • Sub-type for the Provider
          • Select from dropdown
        • Column H (Required): Provider Subtype
          • Sub-type for the Provider
          • Select from dropdown
        • Column J: Phone Number
          • Provider's phone number (e.g. (777) 888-9999)
          • Format: (###) ###-####
        • Column K: Email Address
          • The provider's email address. 
        • Column L: Accredited
          • Accreditation status for the Provider
          • Select from dropdown
        • Column M: Under Contract
          • Contract status for the Provider
          • Select from dropdown
        • Column N (Optional): Organization ID
          • ID for an existing Parent Organization in Casebook, if applicable
        • Column O (Optional): Location ID
          • ID for an existing Location in Casebook, if applicable
        • Column P (Optional): License ID
          • ID for an existing License in Casebook, if applicable
        • Column Q (Required): Import operation
          • Use "Create" to create new records, "Update" to update existing records, or "None" if no action is required
          • Select from dropdown

        Services

        • Column A: ID
          • To create new records, leave this column blank and a system ID will be created for each row
          • Otherwise to update existing records, you will need to match the ID in Casebook to the import sheet
        • Column B: Type
          • Service type for the Service (e.g. Training)
          • Select from dropdown
        • Column D: Provider ID
          • ID for an existing Provider in Casebook
        • Column E: Name
          • Name of the Service
          • Format: Text
        • Column F: Maximum capacity
          • Maximum capacity for the Service (e.g. 20)
          • Format: Number (no decimals)
        • Column G: Unit of delivery
          • Unit of delivery for the Service (e.g. Session)
          • Select from dropdown
        • Column I: Service measurement
          • Unit of measurement for the Service (e.g. Month)
          • Select from dropdown
        • Column K: Unit cost
          • Unit cost for the Service, if applicable
          • Format: Decimal
            • Note: There is no need to include a currency character like $
        • Column L (Required): Import operation
          • Use "Create" to create new records, "Update" to update existing records, or "None" if no action is required
          • Select from dropdown

        Tips

        If importing data to multiple sheets, separate your import into multiple steps - First import data that does not require IDs, then copy the ID from Column A after import success

        For a list of existing IDs in Casebook, create and export a custom report in Reporting containing the relevant ID field, then use these values when filling out the import sheet

        For a hassle-free experience, let our team handle the setup! Contact your Customer Success Manager for assistance with accurately importing your data.