Import a Patient List
Use Import Patients to add or update multiple patient profiles from a CSV file. Vero prepares every row for review before saving anything, so you can confirm new patients, inspect possible matches, and choose which changes to apply.
Open Patient Import
Open Patients from the left sidebar.
Select Import Patients in the upper-right corner.
Select Download CSV template for a correctly formatted starting file.
Prepare the CSV File
Your CSV must include a name column. All other columns are optional.
The downloadable template supports:
name
date_of_birth (YYYY-MM-DD)
sex
pronouns
mrn (medical record number)
email
phone
country
address_line_1
address_line_2
city
region (province, state, or region)
postal_code
Dates of birth can use YYYY-MM-DD, M/D/YYYY, or M-D-YYYY. Use a four-digit year. For sex, use male, female, intersex, or unknown; M and F are also accepted. Country can be a full country name or a two-letter country code.
Vero also recognizes common header variations such as Patient Name, DOB, Gender, Medical Record Number, Email Address, Mobile Phone, Country Code, Street Address, State/Province/Region, and Postal/ZIP Code. Using the downloadable template is the simplest option.
Upload and Review the Patient List
Drag the CSV into the upload area, or click the upload area and select the file.
Wait while Vero prepares the patient rows. Larger lists are processed automatically in batches.
Review each row and its status.
Edit any incorrect values.
Accept or reject proposed changes for existing patients.
Select the rows you want to import.
Select Import selected.
How Vero Identifies Existing Patients
Vero compares each CSV row with patient profiles already in your account using the patient's name and date of birth.
Name: Matching ignores capitalization and extra spaces.
Date of birth: If both profiles have a date of birth, the dates must match. If either the CSV row or the existing profile has no date of birth, a unique patient with the same name may be treated as an existing patient.
Different dates of birth: If the names match but both dates of birth are present and different, the CSV row is treated as a new patient.
MRN: MRN is imported as a patient-profile field. It does not determine whether a row matches an existing patient.
Important: Include a date of birth whenever possible, especially when patients may share the same name. Always review the proposed match before saving changes.
Understand the Review Statuses
New Patient: Vero did not find a matching patient profile. The row can create a new patient and is selected by default.
Existing Patient: Vero found one matching patient profile. Open the row to review any proposed additions, replacements, or removals. Existing-patient rows are not selected by default.
Patient Updated: You accepted or entered changes for an existing patient. The update is ready to import.
Duplicate: The imported information already matches an existing profile, or more than one existing profile matches the same identity. Open the row to see whether any action is required.
Invalid values: One or more values must be corrected or cleared before the row can be imported.
Review Duplicate and Ambiguous Rows
Duplicate rows are not selected by default.
If the imported information already matches one patient, you can leave the row unselected. You may also edit a profile field if the existing patient needs an update.
If more than one existing profile matches the same name and date-of-birth information, Vero cannot choose a patient automatically. Correct or add the identifying information, then select Recheck row.
If you edit the patient's name or date of birth, select Recheck row so Vero can determine whether the row should create or update a patient.
If you only want to create profiles that are not already in Vero, review the results, leave Existing Patient and Duplicate rows unselected, and then select Import selected.
Repeated Rows in the Same CSV
Rows in the uploaded CSV are prepared independently. If the same new patient appears more than once in the file, those rows may initially appear as New Patient. When the import is saved, Vero creates the first patient and prevents later matching rows from creating additional profiles. Any row that still needs attention remains available for review.
Review Changes to Existing Patients
For an existing patient, Vero displays each proposed change before it is saved. You can accept or reject changes individually, or use Accept all and Reject all.
Green values will be added or will replace the current value.
Red, crossed-out values will be removed if you accept the change.
Important: If an optional column is not included in the CSV, Vero leaves that existing field unchanged. If the column is included but a patient's cell is blank, Vero may propose clearing the existing value. Review removals before accepting them.
What Patient-List Import Does Not Include
Patient-list import creates or updates profile details such as demographics, contact information, MRN, and address. It does not import:
Encounters or appointments
Clinical notes
Uploaded documents
Medical history, medications, or allergies
Patient tasks
To create planned encounters from a clinic schedule, use Import Schedule instead.
Add Clinical Information to One Patient
Bulk patient import does not add medical history, medications, allergies, social history, family history, notes, or custom clinical sections from the CSV.
To bring richer clinical information into an individual patient profile:
Open Patients and select the patient.
Select Import in the upper-right corner of the patient profile.
Upload the relevant PDF, Word document, image, or audio file.
Review the extracted profile details and choose what to approve.
This individual workflow can suggest clinical profile information for your review, but it does not bulk-import clinical fields across the CSV patient list.
Troubleshooting
The CSV is missing a required header.
Make sure the file includes a name column. Download the CSV template from the import window if needed.
A row shows Invalid values.
Open the row and correct or clear the displayed value. Dates of birth, email addresses, sex, pronouns, and countries must use supported values. Select Recheck row after correcting the row.
A row shows Duplicate and asks me to recheck it.
More than one patient may match the identifying information. Check the patient's name and date of birth, correct or add the appropriate information, and then select Recheck row.
I changed the patient's name or date of birth.
Select Recheck row. Vero must check the updated identity before the row can be selected.
Some patients could not be imported.
Successfully imported rows are saved, while rows that still need attention remain available for review. Correct the displayed issue, recheck the row when requested, and try importing the selected rows again.
Privacy and Review
Only import patient information that you are authorized to use in Vero. Review every proposed match and change before applying the import, especially when updating existing profiles.
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