Make the source and its relationships visible.
List systems, formats, approximate volumes and document categories. Record field meanings and who is authorised to provide them. Keep source files preserved.
| Source category | Example inventory detail |
|---|---|
| Patient list | CSV · patient identifier and demographic field definitions |
| Visit history | Spreadsheet · appointment ID and patient-ID association |
| Prescriptions | PDF files · naming convention and encounter link |
| Attachments | Folder export · document category, date and owning visit |
Resolve meaning before mapping fields.
In this synthetic example, two rows have the name “Example Person” but different identifiers. That is an ambiguity to review, not evidence that the rows are one person.
| Review question | Acceptance check |
|---|---|
| Identity | Authorised decision for ambiguous or duplicate candidate identifiers |
| Association | Patient, encounter and attachment references retain their intended links |
| Fidelity | Dates, amounts and original values compare correctly |
| Exceptions | Unsupported/missing records are logged for review |
| Ownership | The clinic approves mapping and acceptance before a live import |
Start with a worksheet, without patient rows.
Record the source category, format, identifier rules, owner and open questions. The example inventory row makes the required detail concrete.
Download the data discovery sheetAgree a secure assessment and acceptance process.
Feasibility depends on formats, identity quality and encounter/document links. Any real sample should use the separately agreed secure route and minimum necessary data.
Can any spreadsheet be imported automatically?
A source needs assessment and mapping; no universal import is promised.
Can we upload patient files here?
This website has no patient-upload flow. Use the operational inventory for the first discussion.