IMPORTANT: After the data has been fully organized, the customer must review and verify its accuracy prior to import. We must receive written email confirmation from the customer stating that the CSV files are complete and ready for import before we begin the migration process.
Data Import Projects should only be required for paid data migrations or when leadership specifically requests it for a customer.
Process ownership: This process is jointly owned by the Implementation and Technical Services teams.
Overall Objective
Ensure all relevant data is clearly requested, properly formatted, and imported in the correct sequence. Our team is responsible for guiding the customer and organizing the data — the customer should not be expected to separate or format it for us.
1. Referral Sources
Ask the customer:
"Where do all your referral sources live?"
If clarification is needed:
Rephrase to: "Can you help me pull a report that shows all the brick-and-mortar locations (e.g., hospitals, clinics) that refer patients to you?"
Once the report is obtained, confirm it includes names, facility types, and any identifiers.
2. Referring Contacts
Ask the customer:
"Can you provide a report of all referring contacts?"
These are individuals associated with the referral sources. The report should include names, emails, phone numbers, and the related facility.
3. Historical Patients
Ask the customer to run a report of all historical patient data. This report should be completed on a live call so they can:
Select all required columns (demographics, status, insurance, etc.)
Confirm any filters or limits on the data
Ensure the report includes all demographic and admission data the customer would like to import. This may include patient names, dates of birth, contact information, insurance details, admission and discharge dates, and any other relevant fields the customer expects to see in Dazos.
Tip: This step can be scheduled in a second session to reduce workload during the initial call.
4. Staging the Sessions
Split the data collection process into two collaborative sessions:
Session 1:
Export reports for Referral Sources and Referring Contacts
Import these datasets into Dazos
Schedule Session 2
Session 2:
Review the imported referral data with the customer
Then gather the Historical Patient data as outlined
This phased approach reassures the customer and demonstrates clear progress.
5. Import Templates - Things to Know
Each import sheet corresponds to a specific data category. Here's how to define them:
Referral Sources: Third-party companies or facilities (e.g., hospitals, outpatient centers)
Referral Contacts: Individuals tied to referral sources (e.g., physicians, care coordinators)
Patient Records: Basic patient information including demographics
Intake Opportunities: Treatment episodes tied to patient records
Outbound Referrals: Opportunities where a patient is referred to an outside facility
6. Import Order (Critical)
Data must be imported in the following order to ensure relational integrity:
Outbound Referrals -
Maintaining this order is crucial to ensure all references and relationships, such as linking patients to referrers, are accurately preserved in the CRM. Remember, the sheets are just examples of the field types we consider MANDATORY for import into each module. If the customer provides more data than shown in these sheets, that's acceptable. Try to have them assist you with exporting the data during the call, if possible, and consult your supervisor for any doubts. This should be a joint effort between Implementation and Technical Services to ensure Data accuracy.
7. Role Play Guide: Working with Non-Technical Customers
When working with a customer who is not technical, it’s important to keep things simple, build trust, and offer support at each step. Use this guide to navigate the conversation:
Introduction:
"Hi [Customer Name], I’m here to walk you through how we’ll gather the data we need to set up your Dazos system. Don’t worry—we’ll handle the technical parts. I’ll guide you step by step."
Referrals (Referral Sources):
"Do you have a list of the clinics, hospitals, or facilities that refer patients to you?"
"Would you be able to show me where you usually track those
Referring Contacts:
"Now let’s talk about the people at those locations—like case managers or doctors—do you track their names and contact info? If so, let’s find where that’s stored."
Patients:
"Let’s pull a list of all your past patients. We’ll do this together on a call, so I can help you select the columns like names, contact info, insurance, and dates they were admitted."
"If you’re unsure what to include, I’ll guide you through what we typically recommend."
Reassure and Encourage:
"We don’t expect you to know how to format this—it’s our job to clean and organize the data. We just need your help accessing it."
"Once you share these reports, we’ll handle the rest and follow up with you to confirm everything looks right."
Close the Session:
"Thanks for going through this with me. I’ll take care of the technical details and reach back out if anything needs clarification."
Final Reminder
Once the data is collected:
Organize and format it internally using our Dazos templates
Do not ask the customer to structure or map the data
Clarify any gaps before proceeding with import
Our responsibility: Deliver a hands-on, guided experience that removes data burden from the customer while setting clear expectations and milestones throughout the migration process.