Transferring your appointment notes - also known as clinical notes or treatment notes - into Pogozo is quick and easy with our data transfer tables. It is important to remember that each system is slightly different so there may be some variations in what you can export from your current system and what you can import into Pogozo.
We recommend you pay close attention to our TIPS as some systems have some funny quirks that need to be taken into consideration. By taking the time to get this right, it will set you up for success when uploading other data such as treatment notes.
First, start by downloading your appointments notes data from your current practice management system.
TIP Some programs such as excel will condense larger numbers to numbers with scientific notation. For example many team member ID numbers are over 15 digits long and excel will change the number from 12345678910111213 to 1.23 e+16. You will require the whole number to be imported into Pogozo, so just make sure when saving or editing the export that the right numbers have been saved.
Next download the appointment notes data transfer template from Pogozo.
On the main menu go to Settings. Click on the sub-menu Data and then click Upload data.
Select the data you want to import and then download the template csv.
Your Appointment Notes data transfer template should look something like this.
TIP The columns with headings highlighted in yellow are mandatory, in that they must be filled in. All other columns are optional. You can choose to fill in as much or as little of each of the optional columns as you want.
The easiest way to move your data into the Pogozo transfer tables is to copy and paste one column at a time. Make sure you are copying the right information into the right column.
Ready? Let’s get started!
APPOINTMENT NOTE ID
This is a mandatory column that needs to be completed. This is a unique identifying number for each appointment note.
CLIENT ID
This is a mandatory column that needs to be completed.
TEAM MEMBER NAME
This is a mandatory column that needs to be completed.
The team member name must match the name in Pogozo exactly.
STATUS
This is an optional column.
It refers to whether the note has been published or is still a draft. If left blank, Pogozo will default to the status of the note being published.
To allocate published or draft to a note, click on the drop down menu arrow to the right of the cell and select either draft or published. Alternatively, you can type in published or draft, just make sure you get the spelling correct!
TEXT
This is a mandatory column that needs to be completed.
This is the appointment note itself. You will notice that there might be some formatting and coding throughout the note. Pogozo will remove as much of the code as possible so the note is formatted in an easy to read format.
CREATEDAT
This is an optional column.
You can enter the date the note was made.
You will need to enter the format as follows:
YYYY-MM-DD HH:MM:SS TIMEZONE
Example: 2021-05-26 10:45:16 +1000
APPOINTMENT INSTANCE
This is an optional column.
This will link the appointment note to a specific appointment in Pogozo. You must upload the specific appointments into Pogozo before linking the appointment note to them.
Uploading into Pogozo
When uploading your data into Pogozo, there is a limit of 500 rows of data at a time. The top row should be the column headings, and rows 2-500 can be filled with your transfer data. If you have a spreadsheet with more than 500 rows you will need to split your spreadsheet into multiple smaller sheets.
You can do this by copying and pasting data into additional sheets. You may also be able to run your sheet through a splitter program to streamline this process.
Once you have entered all of your information into the Pogozo transfer tables you will need to save your file in CSV format.
To upload into Pogozo go to Settings, then click on Data and select Upload data.
From the dropdown menu, select the type of data you want to import, in this case Appointment Notes. Click and search or drag your CSV file (limited to 500 rows)into Pogozo, once the file has been uploaded click Import Data.
If your data has uploaded successfully you will see a success message as shown below. Well done!
Troubleshooting your imports
Troubleshooting when things don't go to plan is made easier with our error log. If you get an error with your data import, click on the Error Log. Here you will be able to see which row Pogozo is having trouble importing, and what exactly the problem is.
For example the picture below shows that there was an error importing the data. We can click on the error log to see the specifics.
Missing data is the most common problem encounter when uploading data. Some other issues could include incorrect formatting or duplicated data.
COMMON ERRORS
Team Member with Freddie Pogozo does not exist.
This error occurs when the team member name does not match any team members in Pogozo. This happens when practitioners use nick names, or perhaps when changing their name after getting married.
To update the team member name you will need to edit their profile in Pogozo. Once you have uploaded the appointment notes you can change the team members name back if required.
Team member with ID 121212 is admin.
Appointment notes can only be written by a practitioner or coach. Sometimes a team member has changed roles and they appear as an admin. You will need to temporarily change the team members role to practitioner to complete the uploading and then once that is done, if required, you can go back and change the team members role back to admin.
Missing information
There are a number of mandatory columns in each spreadsheet. Make sure that you have filled out all the information for the mandatory columns.
If there are errors that need correcting or if you make a mistake you can correct the error in your spreadsheet, save it as a CSV again and then upload the updated spreadsheet again (and again and again!) - any new information will overwrite any previous information added.
Next up, invoices!