Upload Patients to a Tasklist from a Spreadsheet and Review Eligibility and PCP Results

Overview

This article helps you upload a spreadsheet into a tasklist, run insurance eligibility checks for those patients, and review any primary care physician (PCP) details returned in the results. Use it when you receive a patient list outside Calvient and need to work it inside Calvient for an eClinicalWorks (eCW) client.

Before you begin

• You need access to Tasklists and the destination tasklist.
• Save your spreadsheet as a CSV file before you upload it. The upload screen accepts one CSV file up to 100 MB.
• Make sure your file includes the patient and task fields you plan to map.
• To run eligibility after the upload, the patient must already have insurance on file in Calvient.
• To run eligibility after the upload, the payer must support electronic eligibility checks.
• The tasklist must have eligibility enabled or the eligibility actions will not appear.

Steps

1. Click Tasklists.
2. Open the tasklist where you want the imported tasks to appear.
3. Click More actions.
4. Click Bulk Add.
5. Click Upload CSV Instead?.
6. Confirm Tasks is selected on the upload screen.
7. Confirm the correct tasklist appears in Select a tasklist.
8. Drag your CSV into the upload area, or click the upload area and choose the file.
9. Click Begin Processing File.
10. Review Step 2: Map Columns.
11. Map each Calvient field to the matching column in your CSV.
12. Map the red required fields, including task.title, patient.external_mrn, patient.last_name, and patient.first_name.
13. Map any optional task fields you want to bring in, such as task.body, task.due_at, task.priority, and task.status.
14. Click Next.
15. Review Step 3: Confirm and check the example record.
16. Click Confirm & Process File. You'll see Upload Complete! when the file is accepted.
17. Return to Tasklists.
18. Open the same tasklist.

Troubleshooting

• If the upload screen does not accept your spreadsheet, then save the file as CSV and try again.
• If Next stays disabled on Step 2: Map Columns, then map every red required field.
• If the upload finishes but you do not see tasks right away, then reopen the tasklist and refresh after a few moments.
• If fewer tasks are created than you expected, then check the rows for a missing task title, missing patient name, or missing patient identifier.
• If you re-upload the same patient with the same open task title, then Calvient updates the existing task instead of creating a duplicate.
• If Bulk Add does not appear, then contact your manager to verify your access.
• If Check Eligibility does not appear, then confirm the tasklist has the eligibility feature enabled.
• If a payer shows Unmapped, Not Supported, Enrollment Required, or Enrollment Pending, then that payer cannot run electronic eligibility yet.
• If an uploaded task cannot run eligibility, then confirm the task has an attached patient and that the patient already has insurance on file in Calvient.
• If your CSV does not have an MRN, then you will need to add the MRN as it is a required field.