👥Data Import

Fieldworker allows Data Import for initial setup, as well as an interface with external systems for efficient data transfer

Fieldworker Bulk Data

Bulk Data Import in Fieldworker consists of three different types of datasets:

1. Data synchronization with State systems

2. Bulk Data transfer

   1. Claims submission for Billing

   2. Prior Authorization for Billing

3. Bulk Data import for setting up your agency

   1. Bulk Import your data from other systems (such as iRecord) using Fieldworker IIF Version 1.0

   2. Bulk Import Your Employees

   3. Bulk Import your Customers

1. Data Synchronization

Fieldworker may provide an easy way to synchronize data with your state system if the state provides a connection and exposes data allowing you to import data.

The following format is used to synchronize data between Fieldworker and iRecords system.

ID	100820
Name	Jane D
First Name	Jane
Last Name	D
Address	24-10 WELLINGTON RD, , FAIR LAWN, NJ, 07440
County	Bergen
Age	59
Date of Birth	11/8/83
Gender	F
Race	White
Ethnicity	Not Hispanic or Latino
Contact Phone	601.796.2435
Email	[e-mail]
Status	Eligible For DDD Services
Program	CCP
Current Plan ID	5.03
Current Plan Status	A
Current Plan Creation Date	5/28/23
Current Plan Start Date	10/2/22
Current Plan Due Date	-
Current Plan End Date	10/1/23
Active Plan ID	5.03
Active Plan Creation Date	5/28/23
Active Plan Status	A
Active Plan Start Date	10/2/22
Active Plan Due Date	-
Current Plan Allocated Budget	$278,473.00
Current Plan Obligated Budget	$257,266.40
Current Plan Expended Budget	$154,265.70
Active Plan Allocated Budget	$278,473.00
Active Plan Obligated Budget	$257,266.40
SC Name	First Name
SC Email	[e-mail]
SCS Email	[e-mail]
SCS Name	Dom son
SC Agency	Amazing, LLC
SC Agency Phone	832.231.7104
SCAgency Assignment Date	2/28/19
Last Monthly Contact Type	Face-to-face
Last Monthly Contact	5/20/23
Last MMT Upload Date	5/31/23
Medicaid ID	13063376101
Medicaid Eligibility	Eligible
Medicaid PSC	Categorically Needy Disability Assistance Medicaid Only - No Money Payment
Medicaid End Date	-
Primary Diagnosis Code	F84.0
Primary Diagnosis Code Description	Autistic Disorder (Childhood Autism, Infantile Psychosis, Kanner's Syndrome)
Functional Criteria Met	Yes
Current Tier	E
Assessment Date	8/18/15
Current NJCAT FCA	Yes
Current NJCAT Behavior Score	3
Current NJCAT Medical Score	1
Current NJCAT SelfCare Score	4
Current NJCAT Limitation Count	6

As part of the Data synchronization, the following conditions are checked and completed ..

1. A customer record in DDD extract is matched with data in Fieldworker using Medicaid ID.

2. An employee record in DDD extract is matched with an employee using email address.

3. Plan information in DDD extract is matched with Fieldworker using Plan No

4. When a Customer record is matched, any differences between any columns in the extract and in the Fieldworker system, are copied over to Fieldworker.

5. When a Plan record is matched, any differences between any columns in the extract and in the Fieldworker system, are copied over to Fieldworker.

6. When a new customer record is identified i.e. the corresponding customer does not yet exist in the Fieldworker, a new Customer is created in the Fieldworker.

7. While creating a new customer, a corresponding entry in the Project table, Location Table and Employee tables may be created, as needed.

8. When a new employee is identified (This should not generally happen), a new Employee record is created.

A summary table indicates the actions taken during the synch showing new records (customers, employees, or projects) added, existing records updated, etc.

2. Bulk Data Transfer

A. Importing your Prior Auth data

Support coordination agencies receive prior authorization information during the first week of the month. Other agencies may receive the authorizations at different frequencies, either at the beginning of the plan, or every week. If your file is not in the format below, please prepare the data in the following format.

Header	Example	Note
DDDID	100053
Member Medicaid	92068823801
Provider Medicaid	374369
Prior Authorization	1551210995
Procedure Code	T2024HI
Start Date	4/1/2021
End Date	4/30/2021
Authorized Units	1
Authorized Amount	239.81
Error Code	None
Error Description

B. Importing your Claims data

Header	Example	Note
DDD ID
Patient First Name
Patients Last Name
Patient DOB
Patient Gender
Prior Authorization
Patients ICD_10 Code
Medicaid ID
Service Start Date
Service End Date
Authorized amounts
Authorized Units
Procedure Code
Procedure Code Modifiers

3. How to transfer your data for setting up FieldWorker

FieldWorker lets you import your data from any other systems your agency had been using. Here's how to do it.

A. Importing your data from iRecords

To import data from iRecords, you can download details from the Participant Record using the Search Tile on the main page. The Search Tile is typically located below the Duelist and the Alerts Tile on the dashboard. Once you have the CSV containing your data, follow the steps below to ensure it's formatted correctly and ready to import into FieldWorker.

The correct CSV format (using Fieldworker IIF Version 1.0)

Users may download the relevant template supported by the current version of your app to prepare data in the correct format.

To bulk import your data, you'll need to ensure it's in a CSV format and follows the example shown here. You can see the three columns and the various rows included, with example information filled out for each. The "Description" column defines the type of data in the central column. This column also has notes, if the data in this field has any validation issues.

Column names	Sample data	Description
DDD ID	12767	DDD case number. This is a mandatory field and is used as a primary key. If the record with this DDD key exists in the system, it’s data is updated with new fields in the import file.
Name	James Harmony	First Name Last Name
Waiver Program	Legacy	Text
SC Agency	Helping Hands	Agency Name. The user trying to import this data should be an admin user of this company.
Project Title	James Harmony CBS	Text in this field, if populated, overrides the automatically generated project name. Use this field to name the project title that you like.
Project Description	All tasks related to CBS	This is an optional field. When populated, used to populate the project description field.
Active Plan Allocated	16400	Number
Active Plan Budget	24000	Number
Active Plan Expended	2380	Number
Active Plan Version	1.03	Number
Address	2 Main Street, Somerville, NJ, 08876	Address Line 1, Address Line 2 (optional), City, State, Zip Please refer to the comma separating each sub-field. If a comma is missing, the address may not be getting correctly interpreted. If this address (location) is not in the system, a new location record is created and gets associated with this customer.
Age	47	Number
Contact Phone	912 567 8989	Number
Date of Birth	7/28/1967	MM/DD/YYYY
E-mail	[e-mail]	Text
SC (Support Coordinator)	Max Walker	First Name Last Name
SC Agency Phone	908 685 1444	Number
SC E-mail	[e-mail]	Email Address - This email is mandatory and is used to identify if a new employee record needs to be created. The employee, thus created, gets an invitation email containing steps to join Fieldworker. The employee is also automatically associated with the customer.
SCS E-Email (Support Coordination Supervisor)	[e-mail]	Text
Status	Eligible for DDD Services	Text
County	Monmouth	Text
Current Plan Allocated	16400	Number
Current Plan Budget	24000	Number
Current Plan	2	Number
Current Plan Status	W	Text
Due Date	3/15/2021	MM/DD/YYYY
Current Plan Version	1.03	Number
Functional Criteria Met	N	Yes or No
Gender	M	M, F, Q
Last Assessment Date	3/21/2929	MM/DD/YYYY
Last Monthly Contact	10/21/2020	MM/DD/YYYY
Medicaid Eligibility	Y	Yes or No
Medicaid End Date	12/30/2021	MM/DD/YY
Medicaid ID	665243	Number
Medicaid Program Status Code	Disability - CN Medicaid Only	Text

B. Importing your data from Other Systems

Importing Employees data

The correct CSV format

To bulk import your data, you'll need to ensure it's in a CSV format and follows the example shown here. You can see the three columns and the various rows included, with example information filled out for each. The "Description" column defines the type of data in the central column.

Email is used as key field.

New Employee Import 8/10/22
Column Name	Sample data	Description	Required	Default
Employee First Name	James	Text	Y
Employee Last Name	Harmony	Text	Y
Address Line 1	PO Box 32	Text
Address Line 2		Text
City	Somerville	Text
State	NJ	Text
Zip	08876	Text
Phone	(973)-999-9999	Phone Number
Status	Active	‘Active’, ‘Inactive’
Type	Individual	‘Individual’ or ‘Organization’
Level	‘Manager’	Employee Role
Vacation Days	1	Number
Personal Days	1	Number
Active	Yes	‘Yes’ or ‘No’
Employee Manager ID		Text
Email	[e-mail]	Email	Y
Home Phone	(973)-999-9999	Phone Number
SSN	111-111-1111	Text
Date of Birth	01/26/2000	Date
Compensation Type	Salary	Text
Compensation Rate	10	Number
Gender	M	Text
State Registration ID	?	Text
State Registration Type	?	Text
Employee Local ID	E1234	Text

Importing Customers data

The correct CSV format

To bulk import your data, you'll need to ensure it's in a CSV format and follows the example shown here. You can see the three columns and the various rows included, with example information filled out for each. The "Description" column defines the type of data in the central column.

New Customer Import Table 8/10/22
Column Name	Sample data	Description	Required	Default
Email	[e-mail]	Email Text
Name	James Smith	Text	Y
Local Customer ID	C1234	Text
Address Line 1	123 Main Street	Text
Address Line 2		Text
City	Paterson	Text
State	NJ	Text
Zip	07470	Text
Phone	(973)-999-9999	Phone Number
Acquired Date		Date		Y
Status		Active; Prospect; Transferred Out; Dormant		Y
Customer Type	Individual	‘Individual’ or ‘Organization’		Y
Active	Y	‘Y’ or ‘N’		Y
DDDID	1234	Text	Y
Sign Page Date	01/26/2000	Date
Last Plan Approval Date		Date
Last Assessment Date	01/26/2000	Date
Renewal Date	01/26/2000	Date
DOB	01/26/2000	Date
Diagnose Code	F23.5,D23.4	Comma separated list
DDD Tier	AB	Text
Gender	M	Text
Medicaid Eligible	Y	‘Y’ or ‘N’
Functional Criteria Met	Y	‘Y’ or ‘N’
Last Assessment Date	01/26/2000	Date
Medicaid ID	231423523	Text
Waiver Program	ABC	Text

C. Bulk Data Import in Fieldworker

Instructions for Import

1. Select the .xlsx file to upload your data

2. Once link opens, make sure only the empty table structure exists.

3. If any data exists in the link please remove it before adding your new data. (this ensures no duplicate data is imported).

4. After adding your Data, close the link (the data gets autosaved into these xlsx files

5. Tap on the refresh icon to refresh your data and enable upload

6. Upload icons appear after the refresh is complete

7. Tap on the upload icon next to the .xlsx file to import its corresponding data into our database

iRecord bulk import flow

Bulk import behavior

1. A new employee is created when it does not exist in Fieldworker

2. Data is updated when an attempt is being made to import an existing employee. Key fields (Email) can not be updated.

3. When a new employee is created via import, an invitation email is sent

4. If the input data has more fields/columns than expected, such columns are ignored.

5. If non-mandatory columns are missing from the uploaded file, fields are assigned default values.

6. While importing using iRecords, the projects are created using data in the columns, project title, and project description. If these fields are NULL, the project name is created using defaults.

7. When importing using iRecords data, if a project with the same employee and customer exists, the non-mandatory data is updated, as needed.

8. When importing using iRecords data, if a project with a new employee is present in the data, a new relationship is created.

Who can import data?

Only individuals who have the admin role can bulk import data.

Data Security

Please note that any data you import must be associated with your company only. Any data not strictly associated with your company must be removed before import into FieldWorker. Any data, not associated with your company, will be skipped.

Where do I import my data?

Once you have your CSV file, go to the "New" section in the side panel. You'll then need to select "Bulk Upload", where you'll be able to upload your CSV file.

Need help?

If you need some support with importing your data or you have a more complex case, we're here to help you! Get in touch with your dedicated support specialist and we can help you import your existing data.

The correct CSV format

To bulk import your data, you'll need to ensure it's in a CSV format and follows the example shown here. You can see the three columns and the various rows included, with example information filled out for each. The "Description" column defines the type of data in the central column.

Check out this page with an example of a correctly formatted table.

Data import errors

DDD_ID, SC E-mail, Active Plan Version - Fields that are a compulsion for success.

1. DDD ID is the necessary field to upload.

2. Make sure all the columns for iRecord Version 1 have value 1, otherwise, you will receive the error below:

Fieldworker (Onboarding)

Start using Fieldworker is as simple as 1, 2, 3, and go.

· Agency information

· Client information

· Plan details

· Providers list

And voila … you have all the benefits of Fieldworker in your hand.

Here is a list of data items that you will need to be quickly up and running.

Agency

Basic information

Company Name
Address
Tax ID
Primary Payer
Primary Payer Tax ID
Primary Payer contact name
Primary Payer contact designation
Primary Payer Address
Primary Payer Phone

Advanced settings

EVV enabled
Time tracking enabled
Payroll integration enabled
Employee types/categories	Admin, Manager, Fieldworker
Provider and Family categories	Patient, Family, Support, Friend, Spouse, Guardian
Provider or Service location type	Office, Home, Rehab, Group home
Checklists enabled
Other tasks tracked	Planning, On-boarding, Unusual Incident, Visit, Home Visit, Phone Call, Administration, IT Support, Marketing, Training, Management

Employees

Name
Address
Type	isAdmin, isManager
Manager Name
Email
State Registration ID and Type
Professional License Number
Telehealth Room

Client

You can gather client information from iRecords.

Fieldworker understands and can import client data in CSV format from iRecords.

Column names	Sample data	Description
DDD ID	12767	DDD case number
Name	James Harmony	First name <space> Last name
Waiver Program	Legacy	Text
SC Agency	Helping Hands	Agency name
Active Plan Allocated	16400	Number
Active Plan Budget	24000	Number
Active Plan Expended	2380	Number
Active Plan Version	1.03	Number
Address	PO Box 32, Somerville, NJ 08876	Address line 1, Address line 2(optional), City, State <space> Zip
Age	47	Number
Contact Phone	9125678989	Number
Date of Birth	7/28/1967	MM/DD/YYYY
E-mail	[e-mail]	Text
SC (Support Coordinator)	Max Walker	First name <space> Last name
SC Agency Phone	908 685 1444	Number
SC E-mail	[e-mail]	Text
SCS email (Support Coordination Supervisor)	[e-mail]	Text
Status	Eligible for DDD Services	Text
County	Monmouth	Text
Current Plan Allocated	16400	Number
Current Plan Budget	24000	Number
Current Plan	2	Number

Alternatively, gather the following information about your clients

DDD ID
Name
Address
Contact Phone
Email
County
Date of Birth
Status

Plan Details

For each of your clients, the following basic information about their current approved plan is needed to establish a corresponding project in Fieldworker.

Project Title
Description / Notes	This is optional
Active Plan version
Customer Name
Sponsor if different from customer
Support Coordinator
Start and End Dates
All locations for this client	Should be added separately into Fieldworker
Total budget

Locations

Fieldworker maintains all your client’s locations where your support coordinators or staff could be visiting in one place. For all your locations, the following information is captured in the system.

County
Address
Type	Office, Home, Rehab, Group home
Manager Name	If known
Phone	If known

Providers / Contacts

You can keep all your clients’ contacts and provider information in one place. Fieldworker can capture the following details.

Name	Name of the contact	Max Walker
Address	Adress of the contact	123 Best Way, Perfect Town, CA, 90103
Type	Patient, Family, Support, Friend, Spouse, Guardian	Spouse
Phone	Phone of the contact	987 654 3210
Email	Email of the contact	[e-mail]
Designation, if any	If known
Client specific?	Name of the associated client	Sunny Walker
First contact date	If known
Last contact date	If known

Task

You can gather Task information from iRecords or possibly have it from your own records.

Fieldworker understands and can import task data in the following CSV format.

Column names	Sample data	Description
DDD ID	12767	DDD case number
Individual Name	James Harmony	First name <space> Last name
Date of Contact	7/12/2021	Date
SC (Support Coordinator)	Max Walker	First name <space> Last name
Support Coordinator Agency	Helping Hands	Agency name
Contact Phone	9125678989	Number
Contact Period	Monthly	Monthly | Quarterly | Annual
Contact Method	Phone	Phone | Visit | Tele
Contact Location	PO Box 32, Somerville, NJ 08876	Address line 1, Address line 2(optional), City, State <space> Zip
Start time	7/12/2021 1100	Date time
End time	7/12/2021 1230	Date time

Having your data organized in this way can accelerate your onboarding.