14. Master Import Records
- jorge.mandujano
Analytics
Test Files
Patient Listing
Insurance Plan Listing
Overview
BestRx provides a convenient way for pharmacies to import Patient and Insurance data from sources such as sister pharmacies or external vendors. Users can upload an Excel file (.xlsx) with the required headers, allowing the system to accurately recognize and organize the data. If any fields in the uploaded file do not match BestRx standard fields, BestRx offers mapping tools to manually align and map the data to the correct sections before completing the import.
To access Master Import Records, click on Misc. 14. Import Records
Patient Listing Import
Select File Type: Patient, then click ‘…’ to browse and upload the Excel file to the File Path.
Requirements
When importing Patient Data into BestRx, the following fields are required:
Last Name
First Name
Date of Birth (DOB)
Gender
Zip Code
All required fields must be present in the file. If any are missing, the system will block the import.
The order of the headers does not matter — the system will automatically match the headers to the correct fields.
The Patient Name must be split into two separate columns — First Name and Last Name. If the patient name is combined into a single column, the file will be considered invalid and will not import.
When the file is selected and imported, you can correct any fields that need mapping. If no changes are needed, click ‘Save Mapping’ to continue.
The Import Records screen will show data that is Ready to Import and data that is Invalid.
For Invalid data, review the columns to identify any missing required information.
Once the data is correct, click Import to proceed.
BestRx will upload the file and display a prompt showing how many records were successfully imported and how many patients had invalid data.
Invalid Data / Patient Duplicates
During the import process, BestRx will flag any records with invalid data or duplicate patients. Invalid records must be reviewed to identify and correct any missing or incorrect required fields before they can be imported. Duplicate patients — those already existing in BestRx with matching key information such as First Name, Last Name, Date of Birth, and Zip Code — will also be flagged. Users will have the opportunity to review these duplicates before finalizing the import.
When mapping, some fields may not exist in BestRx. It’s recommended not to map these fields. However, users do have the option to select from a list of available fields if needed.
For example, Last Date of Service is not stored in BestRx, so it should be left unmapped.
Insurance Plan Listing Import
Select File Type: Insurance, then click ‘…’ to browse and upload the Excel file to the File Path.
Requirements
When importing Insurance Plan Data into BestRx, the following fields are required:
Insurance Code
Insurance Name
Insurance BIN
Insurance PCN
All required fields must be present in the file. If any are missing, the system will block the import.
The order of the headers does not matter — the system will automatically match the headers to the correct fields.
Once the pharmacy finishes selecting their mapping, they can click Save Mapping to continue.
The pharmacy can view which data can be imported, which already exists in BestRx, and which data is invalid.
Invalid Data / Patient Duplicates
During the Insurance Plan Listing import, BestRx will flag records with invalid data or duplicate plans. Invalid records must be corrected, and duplicates — plans with the same Insurance Code, Name, BIN, and PCN — can be reviewed and resolved before import.
