This utility allows you to import a tab delimited file to update customer attributes using Customer Code.
You can create a customer import by selecting optional import fields and adding them to the File Format box. The order of the Import Field you place in the File Format must match the format of the file you are importing.
Please note:
- The import matches on Minfos Customer Code
- If the tab delimited file cannot be matched to an existing Minfos Customer Code, the customer attributes will not be updated
- Preferred Surname is a mandatory field in Minfos and importing a file will not allow the customer’s surname to be set to blank (i.e., no value)
- If Preferred Surname is selected from the Import Fields and the surname is blank for one or more customer in the file, then the Surname will not be updated in Minfos, all other attributes for that customer will be updated
- Other fields can be updated to blank where there is no value in the corresponding field in the file
Note: Only fields nominated in the File Format will be updated by importing this file
- Some fields require an exact match with Minfos e.g., Gender or Nursing Home. If an exact match cannot be found, this data will be skipped (the field will not be updated and the value prior to running the import will be retained)
- If the email or phone number in the file does not pass validation, these fields will not be updated
- If the data in the file exceeds a field length in Minfos, the information will be truncated
- After the utility has been run a report will display a summary of the import:
- Number of customers updated successfully
- Attributes that could not be updated will be listed
- If a customer was updated but some of the data was problematic i.e., didn’t match in Minfos, didn’t pass validation or if it was truncated (Note: not all truncated fields are reported on), it will be displayed in the report
- Pharmacies that use Centralised Customer Accounts can use this utility to update customers, however customer account information cannot be imported
Run the Import Customer Attributes utility:
Once you have prepared and saved the tab-delimited file.
From the Minfos Launch Pad:
1. Click the Special menu and select Utilities.
The Utilities module is displayed.
2. Click the Special menu and select F. Import Customer Attributes.
The Import Customers window is displayed.
3. Click Browse.
The Open window is displayed.
4. Navigate to the location of the saved tab-delimited file and click Open.
5. From the Import Fields section, highlight the attribute and click Add. Ensure the order in the File Format section matches the order in the txt file.
- If an attribute is incorrectly added, or added in the incorrect order:
a. Highlight the attribute in the File Format section and click Remove to delete it.
b. Highlight the attribute in the File Format section and click Up or Down to change the order.
Note: Each attribute can only be added once, however, the Ignore option can be selected multiple times.
Example:
6. Click OK to start the import.
The Processing window showing the progress of the import is displayed.
Once the import has finished the Import Customer Attribute Results Report is displayed.
7. Print or Export the report to investigate/action the exceptions, refer to the below table for further information.
Note: Only patients in the file will have their customer profile updated i.e., if a customer is not in the file, then no changes will be made to their profile.
Detailed file import information
Import Fields | File Requirements | Displayed on Results Report | ||
Details | ||||
Preferred Surname | If blank in the file, the field is not updated. Truncates if more than 20 characters. | Yes, if truncated. | ||
Preferred First Name | Truncates if more than 20 characters. | Yes, if truncated. | ||
Medicare Surname | Truncates if more than 33 characters. | Yes, if truncated. | ||
Medicare First Name | Truncates if more than 33 characters. | Yes, if truncated. | ||
Gender | Female, Male or Not Stated accepted. | No. | ||
Title | Truncates if more than 6 characters. | No. | ||
Street | Truncates if more than 40 characters. | Yes, if truncated. | ||
Suburb | Truncates if more than 30 characters. | No. | ||
State | ACT, SA, NSW, NT, QLD, TAS, VIC, WA. If not one of these values or it’s not stated field is not updated. | No. | ||
Post Code | Truncates if more than 4 characters. | No. | ||
Home Phone | Truncates if more than 12 characters. | No. | ||
Mobile | Must pass validation. If validation fails, field is not updated | Yes, if validation fails. | ||
Customer Type | Must match Minfos list.
If not one of these values or is not stated, field is not updated. | No. | ||
DOB | Format dd/mm/yyyy or similar. If not in this format or not provided, then field is not updated. | If validation fails (date format). | ||
Must pass validation. If validation fails, field is not updated. | If validation fails. | |||
Doctor – by code | Must match existing Minfos Prescriber list, if not field is not updated. | No. | ||
Current Status | Must match Minfos list.
If not one of these values or is not stated, field is not updated. | No. | ||
Medicare No | Truncates if more than 15 characters. | Yes, if truncated. | ||
Medicare Expiry (Valid to) | Format dd/mm/yyyy or similar. If not in this format or not provided, then field is not updated. | No. | ||
Concession No | Truncates if more than 15 characters. | Yes, if truncated. | ||
SNN | Truncates if more than 15 characters. | Yes, if truncated. | ||
Repat No | Truncates if more than 15 characters. | Yes, if truncated. | ||
CTG Closing the Gap | Y or N. If not stated the CTG checkbox is not updated | No. | ||
SOF Scripts on File | Y or N. If not stated the Scripts On File checkbox is not updated. | No. | ||
Notes: | ||||
Free text notes | Truncates if too long. | Yes, if truncated. | ||
Display notes in Dispense checkbox | Y/N – If not one of these values, then the checkbox is not updated. |
| ||
Till Notes | Truncates if too long. | Yes, if truncated. | ||
Always display when customer is selected checkbox | Y/N – If not one of these values, then the checkbox is not updated. |
| ||
Medical: | ||||
Allergy List - by name | Must exactly match to generic name in Minfos. If not, fields are not updated. Note: Allergies must be separated by a comma e.g. ADAPALENE,AMOXICILLIN | Yes, if exact match could not be found. | ||
| Up to six allergies will be updated. If more than six allergies listed in the file, only the first six will be used. | No. | ||
Carer | ||||
Type of Carer | Nursing Home, Hospital, Third Party accepted. If not listed as one of these values in the file, then the field is not updated. | Yes, if exact match could not be found. | ||
Nursing Home – by name | Must be matched to a nursing home already set up in Minfos, if not the field is not updated. | Yes, if exact match could not be found. | ||
Nursing Home – by code | Must be matched to a nursing home already set up in Minfos, if not then the field is not updated. | Yes, if exact match could not be found. | ||
Ward No/Claimant No. | Truncates if too long. *This field is a lookup field in Minfos, if the Ward No. does not exist in Minfos the field is updated, however when the customer is edited if Ward No. cannot be linked to an existing Ward No. in Ward Management the Customer profile will not save. Add the Ward via Ward Management, refer to Set up Nursing Homes. | No. | ||
Bed Number | Left blank if not provided. Truncates if too long. | No. | ||
Unit Record No. | Left blank if not provided. Truncates if too long. | No. | ||
Admitted | Format dd/mm/yyyy or similar. If not in this format or not provided then field is not updated. | No. | ||
Release Date | Format dd/mm/yyyy or similar. If not in this format or not provided then field is not updated. | No. | ||
Account * | ||||
Account Customer (Y/N) | Y or N. If not stated the Account Customer checkbox is not updated. | No. | ||
Credit Limit | Numbers, up to 2 decimal point. If not in this format, then field is not updated. | Yes, if validation fails. | ||
Account balance | Numbers, up to 2 decimal points. If not in this format, then field is not updated. | Yes, if validation fails. | ||
Print Statement (Y/N) | Y or N. If not stated, the Print Statement checkbox is not updated. | No. | ||
Email Statement (Y/N) | Y or N. If not stated, the Email Statement checkbox is not updated. | No. | ||
Email statement to | Must pass validation. If validation fails, field is not updated. | Yes, if fails validation. | ||
Direct Debit (Y/N) | Y or N. If not stated, the Direct Debit checkbox is not updated. Note: When the Customer’s Account tab is opened in Minfos, the BSB and Account number must be entered. | No. | ||
Use this address (Y/N) | Y or N. If not stated, the Use this Address checkbox is not updated. | No. | ||
Care of | Truncates if more than 60 characters. | Yes, if truncated. | ||
Street | Truncates if more than 40 characters. | Yes, if truncated. | ||
Suburb | Truncates if more than 30 characters. | No. | ||
State | Truncates if too long. | No. | ||
Post Code | Truncates if too long. | No. | ||
*Account information not available for import if pharmacy is set up for Centralised Customer Accounts.