Batch Patient Import
Create multiple patients in a single upload. Prepare a CSV file with patient details, upload it on the import page, and Solum creates all patients at once.Quick Start
- Download the CSV template from the import page.
- Fill in your data — one row per patient.
- Upload the CSV on the import page.
- Review validation — fix any errors shown instantly.
- Submit — Solum creates all patients in one go.
CSV Format
Your CSV must include a header row with column names in camelCase exactly as shown below. Column order does not matter.Required Fields
Each row must have at least one of these options:| Option | Columns Required |
|---|---|
| Phone number | phoneNumber |
| Demographics | firstName + lastName + dateOfBirth |
Optional Patient Fields
| Column Name | Description | Format | Example |
|---|---|---|---|
middleName | Middle name | Text | Michael |
email | Email address | john@example.com | |
gender | Patient gender | male, female, or other | male |
additionalPhoneNumber | Secondary phone | 10 digits | 5559876543 |
address | Street address | Text | 123 Main St |
address2 | Address line 2 | Text | Apt 4B |
city | City | Text | New York |
state | US state | 2-letter code or full name | NY or new_york |
zip | ZIP code | Text | 10001 |
externalId | Your system’s ID | Text | EXT001 |
comments | Notes | Text | New patient referral |
Workflow & Tags
| Column Name | Description | Format | Example |
|---|---|---|---|
workflowStage | Workflow stage name | Must match an existing stage | Intake |
assignedUser | User to assign | Email of existing user | user@example.com |
tags | Patient tags | Comma-separated tag names | New Patient, VIP |
Referral Fields
| Column Name | Description | Format | Example |
|---|---|---|---|
physicianName | Referring physician | Text | Dr. Jane Smith |
physicianNpi | Physician NPI | 10 digits | 1234567890 |
physicianPhone | Physician phone | Text | 5551112222 |
physicianFax | Physician fax | Text | 5553334444 |
physicianGroup | Practice/group name | Text | Smith Medical Group |
physicianEmail | Physician email | drsmith@example.com | |
icdCodes | Diagnosis codes | Comma-separated | M54.5, M79.3 |
serviceTypes | Service types | Comma-separated | physical_therapy, consultation |
Date Formats
The preferred format is YYYY-MM-DD (e.g.,1990-01-15).
These formats are automatically converted during parsing:
| Input Format | Example | Converted To |
|---|---|---|
YYYYMMDD | 19900115 | 1990-01-15 |
MM/DD/YYYY | 01/15/1990 | 1990-01-15 |
Phone Number Format
Phone numbers can be provided in any of these formats:- 10 digits:
5551234567 - 11 digits (with country code):
15551234567 - With formatting:
(555) 123-4567or555-123-4567
+1XXXXXXXXXX format on import.
Duplicate Detection
Validation checks for duplicates within your CSV file:- Phone numbers — no two rows can have the same phone number
- Demographics — no two rows can have the same first name + last name + date of birth
- External IDs — no two rows can have the same externalId
All-or-Nothing
Patient import uses all-or-nothing semantics:- If every row is valid, all patients are created at once
- If any row fails (e.g., duplicate phone in database), nothing is created
- Fix the error and re-upload the entire file
Troubleshooting
| Problem | Fix |
|---|---|
| ”Must have phoneNumber OR (firstName + lastName + dateOfBirth)“ | Each row needs either a phone number or complete demographics (name + date of birth). |
| ”Phone must be 10 digits or 11 digits starting with 1” | Check the phone number format — it must be 10 numeric digits (or 11 starting with 1). |
| ”Invalid date format” | Use YYYY-MM-DD (e.g., 1990-01-15). |
| ”NPI must be exactly 10 digits” | The physician NPI must be exactly 10 numeric digits. |
| ”Duplicate phone number” | Two rows have the same phone number. Remove the duplicate. |
| ”Duplicate patient (same name + DOB)“ | Two rows have identical first name, last name, and date of birth. |
| ”Gender must be male, female, or other” | Check the gender value — only these three values are accepted. |
| ”Invalid US state code or name” | Use a 2-letter code (e.g., NY) or full name (e.g., new_york). |
| ”Unknown columns will be ignored” | A column header doesn’t match any known field. Check for typos. |
| ”No data rows found” | The file has a header but no data rows, or is empty. |
| ”Duplicate phone number found” (on submit) | A patient with this phone number already exists in your database. |