Hi everyone. Thank you for joining me today for our list import training video. The first thing I want to do is make sure that we are formatting our list correctly so that it can go into the SPC successfully. When we are working with a new Excel spreadsheet, the first thing we want to do is make sure that the correct headers are in place. As you can see here, I have five of the most important headers highlighted in blue. Those would be first name, last name, email, mobile and phone. It is important that these headers are in place and you may think of them as the anchor which ensures that they get correctly imported into the software. First name and last name must always be separated into their own unique columns. It is important that you have at least one form of contact for each individual client.
This means that if you only have an email address or only a phone number, this is fine. All you need to do is leave the other rows that you do not have the information for blank. For example in the one that I have displayed here on the screen, you can see that the client has provided their first name, last name, email address, and mobile phone number. However, we do not have a second telephone number for them. This is perfectly fine. All we need to do is leave that road blank and proceed to the next client. Let’s go ahead and take a look at some of the optional headers that we have in the document. The first one I wanted to cover would be birthdays. It’s important to utilize the birthday feature because the SBC actually offers an automated birthday campaign which makes things a lot easier for you.
In terms of marketing, a lot of clients might be hesitant to offer their full birthday including the year. If that’s the case. What I recommend doing is simply recording the month and the day. In order for you to utilize the campaign that we have set up in the system, please ensure that you are recording the dates in the format as you see here, which means that the month, the day and then the full year should be added. The next header is the middle name. This is fully optional, however, the middle name column is going to come in very handy for you to differentiate between patients. Next, we have the ability to report full addresses within the system. This includes address one and two city, state and zip. Under title you have the ability to record whether or not someone has a title attached to them for title. An example might be mr mrs or dr.
Occasionally honorifics such as dr can be attached to the first name and you may go ahead and use that. Their company is a header that you might want to use if you are recording third party vendor information within your SPC contact. IDs are simply patient IDs or patient numbers that have been transferred over from other EMR or other systems where a recording client information. As far as gender, you have the ability to use either a letter or the full word for the gender. For example, you may use F for female or you may simply type the forward. The next thing that you want to do as soon as you are finished putting in the patient information is to save the file as a CSV. Because I am currently using Google sheets, this is a very simple process. All I need to do is select file, scroll down to where it says download, and then download the file as a CSV.
Once we do that, we can then jump over into the SPC. Now that you’re in the SPC, the first area you are going to want to go to would be contact management. Once you click on contact management, you will see three links and then one we are going to want to click on is called import contacts. From the import contact page. Only you need to do is select frowns and then find the file which you have recently saved as a CSV onto your computer. Once you have located the file, the next step will be to click on import contacts.
From the next page we have the ability to check a few different pieces of information that we want to
make sure are in the correct place before the input gets completed. First. Let’s go ahead and take a look at the custom destination group. This is a group that gets created within the SPC for each and every single import. This is done in order to show you the exact date that the import takes place. As you can see for the custom destination group name, the format for it will always follow contact import followed by the actual date. This can be changed after the import is completed, but prior to the actual import being done, this is not something that can be adjusted or customized. Scrolling down, we have the ability to select which groups we want to import the list into. We usually recommend making sure that you are adding the list into the active clients and patients group, the new opportunities group or the prospects group.
This will give you an opportunity to better organize your client information. We also encourage the use of customized marketing groups within the SPC so that you can target clients when you are doing your marketing. For example, if you were to import a list into the system that had to do with a specialized treatment, let’s say Botox for example, you would want to make sure that you are taking off the option to add clients to the active patients group but also to the Botox group. What’s nice about this is that you have the ability to select as many groups as you would like for the import.
Once you are finished, go ahead and go back to the page and scroll down to where it says column mapping. What’s nice about the column mapping is that it actually allows you to like which of the headers in the document get matched up with which specific fields in the SPC they are going to go into. So all you need to do is match them up first name with first, last name, last name and so on. Once you have gone ahead and filled in the necessary fields, all you will need to do is scroll down to the bottom of the page and select the button that says create content, import mapping. Now from this page we have the ability to confirm the information before it gets fully imported into the SPC. At the top you can see the imported column and the SBC column showing you that those fields are going to populate.
Next we have a list of groups that this list is going to go into, so here we have that. This list is going to get imported into active clients and patients in addition to the unique group that gets created for every import, we also have the ability to see how many contacts are going to be added to the SPC as a result of this import. If you see a number down here that you do not think matches up with the actual list you are adding to the system, this is your last chance to go back and fix it before confirming the import. Once you are ready, feel free to select the button which says confirming execute this import. Once you do so, the SPC will say, congratulations. The implant operation you requested has been scheduled successfully, followed by a timestamp. It is important to note that all imports will go in at 4:00 AM the following day.
The reason that we do this is to prevent any kind of complication that might arise as a result of adding a large amount of information to your SPC. By having the import go in at four in the morning, it prevents any complications or interruptions in your day to day usage of the software. Once the list has been added, you are able to go down into the marketing tab and from here click into marketing groups. If you scroll down, you will actually see the marketing group created specifically for this import. From here, you can click on the options tab to simply rename it or you can delete it entirely once you have assigned to the contacts, to the group what she wanted them to be in initially, after you have managed the marketing groups, your job is complete. Do you have any questions regarding the import? Please don’t hesitate to let us know and we’ll be happy to help. Thanks.