Import Users and Measurement Data

CoachCare will coordinate with clinics during implementation to assist in importing patient data into the CoachCare platform. Please direct any questions regarding data format, details, or process to [e-mail].  This document is divided into three areas:

1. Main Steps
2. Detailed Notes on CSV Files
3. Sample CSV Files

1. Main Steps

The process to import data into CoachCare consists of the following five steps:

1. Clinic to create CSV of account info
   All account information that is to be imported into CoachCare must be converted into a CSV file.  A CSV file can be thoughts of a simplified spreadsheet, and can be easily exported from any excel spreadsheet. The specific format, required fields, and optional fields of this file are discussed in the details section below.
2. Clinic to create CSV of measurement info
   Any measurement information to be imported into CoachCare (weight, bodyfat percentage, blood pressure, etc) must also be converted into a CSV file.  This data must be stored in a separate file from the accounts to be imported.  The specific format, required fields, and optional fields of this file are discussed in the details section below.
3. Clinic to securely share CSV files with CoachCare
   When complete, the CSV file for the accounts to import and (as needed) the CSV file for the measurements to import must be securely shared with CoachCare.  As these files will contain sensitive information, the specific arrangement of sending the file to CoachCare must be discussed and agreed upon by both the clinic and CoachCare.
4. CoachCare to import data
   After all files have been received, CoachCare will schedule a data import session.  Typically, this will be done off peak hours, and have a 3-6 day turnaround.  If issues are encountered regarding the data formatting and/or validity of the CSV files which result in errors during the data import, CoachCare will provide feedback to the clinic and require that they correct the issues before continuing.
5. CoachCare and clinic to verify and spot check imported data
   After a successful data import, CoachCare will conduct a data verification along with a series of spot checks to ensure the data was properly imported.  In addition, the clinic will be requested to perform additional verification checks.
6. Discuss and plan password setup process
   Following a successful import, Coachcare will work with your clinic to discuss the best strategy for notifying patients of their new account and/or setting up their new password.

2. Detailed Notes on CSV Files

Please direct any questions regarding data format, details, or process to [e-mail].

• Account CSV file
  • The accounts CSV file will contain basic information for each account such as name, email, and limited core vital information to support the use of the bodyfat scale.  In addition, if your platform implementation has multiple clinics, the clinic to which this patient should be assigned.
  • Each row in the CSV file will correlate to a single unique account
  • An email address must only be used once per account, and is used to uniquely identify the accounts during import.
  • The fields of data included in the CSV file are as follows:
    • firstName
    • lastName
    • email
    • phone
      • Should include the phone number without any dashes, dots, or spaces.  Depending on your clinic's implementation, SMS text messages may be sent to this number.
    • birthday
      • In the format of YYYY-MM-DD.  For example, a birthday of January 21, 1980 would be 1980-01-21
    • height
      • The height of the patient in centimeters, rounded to the nearest centimeter.  No decimals are permitted
    • gender
      • Must be either "female" or "male".
    • timezone
      • This will ensure that the display of all recorded measurements, messages, scheduled events, etc are shown in the user's local timezone.  For US-based clinics, the typical choices are as follows, but please verify with your implementation team if more options are needed:
        • America/New_York Eastern Time
        • America/Chicago Central Time
        • America/Denver Mountain Time
        • America/Los_Angeles Pacific Time
    • clinicId
      • If your implementation has multiple clinics, this field will indicate to which clinic the patient will be assigned.  If not used, it can be omitted.
• Measurements CSV file
  • The measurements CSV file will contain a row for each unique measurement and time it was recorded.  If multiple measurements are recorded at one time, such as a weight and bodyfat calculation from a single scale reading, then these measurements will be on a single line.
  • Each measurement will correspond to the appropriate patient account based on an email address.  This email address should match the email as recorded for the patient in the Account CSV file.
  • The core fields of data included in the CSV file are as follows:
    • email
      • The patient account to which this measurement will be connected.  This email address should match the email as recorded for the patient in the Account CSV file.
    • recordedAt
      • The date or date+time the measurement was recorded.  For consistency, this should be in ISO8601 format, which is an internally-recognized and commonly-used standard in databases.
  • There are approximately 40 measurements that can be stored and displayed on the CoachCare platform.  For a full listing of available measurements supported by the system, please contact [e-mail].  The following is a listing of the most commonly-used measurements. Any row in the CSV file which has a value (that is not blank) for one of these measurements will be imported:
    • weight
      • Weight of the patient in grams.  The value must be rounded to the nearest whole number (no decimal point allowed).
    • bodyFat
      • Body fat percent out of 100,000 total units. For example:
        • 37.23% would be stored as 37230
        • 50% would be stored at 50000
        • 41.2% would be stored as 41200
        • 17.312% would be stored as 17321
    • waterPercentage
      • Water/hydration percentage, stored out of 100,000 units. For example:
        • 37.23% would be stored as 37230
        • 50% would be stored at 50000
        • 41.2% would be stored as 41200
        • 17.312% would be stored as 17321
    • waist
      • Waist measurement, stored as millimeters rounded to the nearest whole number (no decimal point allowed). For example, 50 cm would be stored as 500
    • arm
      • Arm measurement, stored as millimeters rounded to the nearest whole number (no decimal point allowed). For example, 50 cm would be stored as 500
    • hip
      • Hip measurement, stored as millimeters rounded to the nearest whole number (no decimal point allowed). For example, 50 cm would be stored as 500
    • chest
      • Chest measurement, stored as millimeters rounded to the nearest whole number (no decimal point allowed). For example, 50 cm would be stored as 500
    • thigh
      • Thigh measurement, stored as millimeters rounded to the nearest whole number (no decimal point allowed). For example, 50 cm would be stored as 500
    • neck
      • Neck measurement, stored as millimeters rounded to the nearest whole number (no decimal point allowed). For example, 50 cm would be stored as 500
    • thorax
      • Thorax measurement, stored as millimeters rounded to the nearest whole number (no decimal point allowed). For example, 50 cm would be stored as 500

3. Sample CSV Files

Sample spreadsheets are provided as noted below.  As a point of convenience, these sample files are hosted on Google Docs, and as such are presented in a more readable spreadsheet layout.  You may hover over the cells with the small yellow triangle to view a pertinent note related to that field and data.  You may download the spreadsheet in CSV format to view it in the CSV format by clicking File->Download->Comma-separated values:

• No Clinic Account CSV
  
  • This is an example of patient accounts to import into CoachCare, in the case where only one clinic exists.
• With Clinic Account CSV
  • This is an example of patient accounts to import into CoachCare, in the scenario where there are multiple clinics available.  Typically, multiple clinics will represent separate physical clinics locations, with each internal CoachCare clinic corresponding to a physical location.  The clinic in this case is underneath the clinicId column, and is typically a unique four or five digit number.  CoachCare will supply you with the unique clinic ids at the start of the process if needed.
• Simple Patient Measurements CSV
  • • The email for each row will correspond to the an email for the 'patient' csv file
    • Each row represents a single measurement, which is this case is only the weight measurement
    • The recordedAt time represents the date the measurement was recorded.
    • There is no order, limit, or minimum requirement for the imported measurements.  It is acceptable if there are multiple measurements for multiple patients, one measurement for each patients, or zero or more measurements per patient.  Any combination is acceptable
• Complex Patient Measurements CSV
  • This is an example of the measurements CSV file, but includes more measurement fields and an example of using the time of the measurement in addition to the date.  Please hover over the yellow triangle in each cell to view a pertinent comment about the data.  It is important to highlight that:
    • The time part of the recordedAt field is optional.  It is strongly advised to include this only if supported by the exporting platform or database
    • Most of the data is stored in grams or millimeters.  None of the measurement fields accept decimal points
    • The bodyFat and waterPercentage fields use a format of 100,000 units instead of a typical 100.  This is done to allow precision of the data to effectively 3 decimal points.

Please direct any questions regarding data format, details, or process to [e-mail].