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Import data

Use RehabAlpha's Import tool to transfer data from a prior EMR into RehabAlpha.

Import lets you upload one or more source files (e.g. PDF, TXT, XLSX, DOCX). RehabAlpha's AI will

  1. read and interpret your uploaded files,
  2. identify and extract patients, facilities, payors, and clinical documentation, and
  3. determine which entities should be created versus which entities already exist in your organization

Before you start​

You need:

  • An organization to import into. See Set up an organization.
  • Admin access to the organization.
  • Source files in PDF, TXT, CSV, DOCX, or XLSX format.
  • Up to 5 files for one import session. Each file can be up to 10 MB.

Understand what import can create​

Import can create:

  • Facilities
  • Payors
  • Patients
  • Physicians
  • Therapists
  • Staff
  • Patient coverages
  • Admissions
  • Therapy cases

Import does not create user accounts or send user invitations. If an imported therapist, physician, or staff member should sign in to RehabAlpha, invite them after the person record is created.

Import creates selected new records only. Existing matches, invalid records, and records you exclude are not written.

Prepare your files​

Use source files that clearly identify the records you want to import. Include names, dates, payor details, facility details, admission details, coverage details, and therapy disciplines when those details are available.

Before uploading, check whether the file needs extra context. For example, tell RehabAlpha when:

  • a column header is abbreviated or unclear
  • a facility name appears differently across files
  • a sheet includes both patients and therapists
  • a date represents a start of care, discharge, admission, or coverage date
  • PT means physical therapy in one file but patient in another file

You can provide this context in AI context before submitting the files.

Upload files for review​

  1. Open the organization.
  2. Click Import in the sidebar.
  3. In AI context, attach files with the paperclip button or drag files into the upload area.
  4. Add optional instructions in the prompt.
  5. Click the send button.

RehabAlpha prepares the files, asks AI to identify records, resolves location details when possible, validates the inferred records, and compares them with existing records in the organization.

Review staged records​

After processing finishes, review Staged records.

The summary shows three counts:

  • create: valid new records that can be imported.
  • matched: records that appear to already exist in RehabAlpha.
  • invalid: records that need correction before they can be imported.

Open a staged row to review its fields, rationale, source evidence, parent links, matched existing record, and validation issues.

Some records depend on other records. For example:

  • an admission needs a patient and a facility
  • a coverage needs a patient and a payor
  • a therapy case needs an admission

If a staged record depends on another staged record, the parent record must also be valid and selected for import.

Choose records to import​

Use the checkbox beside each valid create record to include or exclude it from the import.

You cannot select:

  • matched records
  • invalid records
  • records with validation issues
  • dependent records when a required staged parent is invalid or excluded

When you exclude a parent record, dependent child records may also become unavailable until the parent is selected again or corrected.

Correct staged records​

Use AI context to correct staged records before importing.

For example, you can ask RehabAlpha to:

  • correct a date
  • change a person from staff to therapist
  • link a coverage to the right patient
  • match an admission to an existing facility
  • remove a row that should not be imported
  • add missing context from another uploaded file

After you send a correction, RehabAlpha applies the correction, validates the records again, and rematches them against existing records.

Use Reset if you want to clear the current import session and start over.

Run the import​

  1. Confirm that the records you want to create are selected.
  2. Review any parent links and validation issues.
  3. In Run import, click Import.
  4. Wait for the import to finish.

When import finishes, RehabAlpha clears the staged records and reports how many records were imported.

Review imported records​

After import, review the created records in the relevant areas of RehabAlpha:

  • Facilities
  • Payors
  • People
  • patient Coverages
  • patient Admissions
  • admission Cases

Review imported records before using them for scheduling, documentation, billing, or reporting.

You should know​

AI-assisted import can save setup time, but you should treat staged records as drafts until you review them.

Import does not preserve every detail from a source file. It creates the supported record types and fields that RehabAlpha can identify, validate, and write safely.

When a source file omits required parent information, RehabAlpha may stage inferred parent records so dependent records can be reviewed together. Correct or exclude those inferred records before importing if they are not accurate.

Frequently asked questions​

What happens to records that already exist?​

Records that appear to already exist are marked matched. Matched records are shown for review but are not written again.

Can I import only some of the staged records?​

Yes. Select the valid create records you want to import and clear the checkbox for records you do not want to import.

Can I fix import results without uploading the files again?​

Yes. After records are staged, use AI context to describe the correction. RehabAlpha updates the staged records and validates them again.

Why is the Import button disabled?​

The Import button is disabled when there are no selected valid create records, when parsing is still running, or when an import is already in progress.

What to do next​

After importing records, continue setup by reviewing facilities, people, payors, coverages, admissions, and therapy cases for accuracy.