Skip to main content
These features are available from the main Patients page using the Upload and Merge buttons.

​
Import Patients from CSV

Bulk upload patient records from a CSV file. From the Patients page, click the Upload button.
1

Select Upload Type

Choose the type of upload:
  • Contact Upload — imports basic patient information (name, phone, email, address, etc.).
  • Collections Upload — imports patient records with outstanding balance data for billing purposes.
2

Upload Your CSV File

Drag and drop a CSV file or click to browse. The file is parsed and validated immediately. The system checks for:
  • Valid CSV format
  • Required columns present
  • Data type validation on each row
3

Map Columns

The Column Mapper shows each CSV column on the left and a dropdown on the right to map it to a Decoda field. The system automatically suggests mappings based on column name similarity. Fields are organized into three tiers:
  • Required — first_name and phone_number must be mapped.
  • Recommended — email, last_name, external_id, and gender are strongly suggested.
  • Optional — date_of_birth, address, address_line_two, city, state, zip_code, outstanding_balance, balance_description, external_charge_id, external_charge_created_date, and full_name.
If you upload CSV files regularly, you can save your column mapping for reuse. Saved mappings can be set as the default so they auto-apply on future uploads.
4

Select Patient Identifiers

Choose which fields the system should use to match incoming rows to existing patients (to prevent duplicates). Options include external ID, phone number, email, and name combinations.
5

Configure File Rules

Set additional options such as whether to update existing patient records when a match is found or skip duplicate rows.
6

Review and Upload

Review the validation summary showing any errors or warnings. Click Upload to begin the import. You are redirected to the Upload History page where you can monitor progress.
Click View Upload History (clock icon in the top-right of the upload page) to see all past imports with their status and results.

​
Merge Duplicate Patients

From the Patients page, click the Merge button, or select multiple patients and click Merge from the bulk action bar.

​
Find Duplicates Automatically

1

Select Match Fields

If you navigated to the merge page without preselected patients, the Find Duplicates screen appears. Select one or more fields to check for matches:
  • First Name
  • Last Name
  • Date of Birth
  • Phone Number
  • Email
2

Search

Click Find Duplicates. The system scans your patient database and groups matching records together.
3

Review Duplicate Groups

Each group shows the matched patients side by side. The patient on the right is marked as the Primary record — this is the record that will be kept. All other records in the group will be merged into it.
4

Select the Primary Record

Click on any patient card on the left side to swap it to the primary position. Choose the record with the most complete and accurate data.
5

Configure Merge Options

  • Void Other Charges — check this box to void all outstanding charges on the duplicate records being merged. Leave unchecked to transfer them to the primary record.
6

Merge

Click Merge Patients. All appointments, charges, notes, forms, documents, and other data from the duplicate records are transferred to the primary patient. The duplicate records are removed.
Merge Restrictions: Patients cannot be merged if they have different email addresses and different phone numbers. At least one of these identifiers must match or be absent for the merge to proceed.