**Please note: Ideally, clinician accounts should be created before patient accounts.**
Before You Start
To import your clinicians, you need to first input the data into the formatted Excel spreadsheet provided by My Gene Counsel. The template can also be downloaded from your administrator account. You must use the provided template to ensure your upload is successful.
Preparing the Import File
Once you have accessed the template, be sure to keep the columns arranged in the order outlined below. The columns are already in the correct order and should not be rearranged, renamed, or reformatted. Be sure to delete all placeholder text from the spreadsheet. This text is there to demonstrate how your own data should be formatted. The fields marked with an asterisk (*) are required in order to upload the clinician accounts successfully.
- Title
- First Name*
- Last Name*
- Email*
- Country*
- Clinician ZIP or Postal Code*
- Mobile Phone
- Clinician ID
- Role
- Department
Formatting the Data
The table below outlines some important instructions for each column in the spreadsheet. Keep these guidelines in mind as you fill in your clinician data. Once you have filled in your clinician data, save your spreadsheet as an Excel Workbook.
| FIELD | DESCRIPTION | GUIDELINES |
| Title | Medical degree held by clinician (e.g., MD) | Optional field Select from drop-down list |
| First Name* | First name of clinician | Required field Character limit: 50 |
| Last Name* | Last name of clinician | Required field Character limit: 50 |
| Email* | Clinician’s unique email address | Required field Character limit: 50 |
| Country* | Country where clinician practices | Required field Select from drop-down list |
| Clinician ZIP or Postal Code* | 5-digit code associated with clinician’s primary practice address | Required field Limited to 5 digits |
| Mobile Phone | Phone number where clinician can receive text messages | Optional field Limited to 10 digits Do not include dashes Required for text notifications |
| Clinician ID | Number used to uniquely identify clinician within health system | Optional field |
| Role | Clinician’s occupation (e.g., Genetic Counselor, Nurse) | Optional field |
| Department | Clinician’s area of specialty (e.g., Oncology, Cardiology) | Optional field |
Importing the File
- Log in to your administrator account.
- Select “Clinicians” in the top navigation bar.
- Click the aqua “ADD CLINICIAN” button that appears at the top of the screen next to the search bar.
- Select “Import Clinicians from an Excel file.” Note: You also have the option to “Add a Clinician Individually,” which will be useful for single or small batch clinician accounts.
- When your spreadsheet is ready and formatted according to the guidelines specified previously, select “Choose file” to upload the file from your computer or drag and drop the file into the import box.
- Once the file is chosen, the box will be replaced by the file name. Verify that it is the correct file and select “IMPORT.”
- If all clinician data is formatted correctly, you will receive a pop-up message on your screen that your upload was successful. Your uploaded file will be processed in about 10 to 20 minutes, depending on the number of clinicians that need to be imported.
- If your file contains formatting errors, you will receive a pop-up message that an upload error has occurred. Resolve any errors by ensuring you have filled in the data according to the formatting instructions provided. Once corrected, try uploading the file again.
- Once complete, an email will be sent to the email address on your administrator account summarizing your clinician import.
- The clinicians you have added will receive a welcome email and invitation to set up their account and select a password.
Support
For questions and support, please contact Danielle Bonadies, MS, CGC, Director of Genetics at danielle@mygenecounsel.com.