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Smart Data Imports automates the process of getting data from your Notenetic EHR into CareIncite. Instead of manually copying data between spreadsheets, you export a CSV from Notenetic and upload it to CareIncite. The system automatically maps columns, validates every row, flags errors, and deduplicates records — turning a multi-hour task into a few clicks.
What you can import
CareIncite supports importing the following data types from Notenetic CSV exports:
Session / billing data
Session records including date of service, provider, client, service code, billing units, duration, billed amount, and payer. This is the primary import type and feeds the billing dashboard, weekly performance, and all revenue analytics.
Client data
Client demographic and insurance information including name, date of birth, MCO, member ID, coverage dates, and assigned provider. This data feeds the Eligibility Watchdog and client management modules.
Staff / provider data
Provider records including name, NPI, credentials, assigned location, and active status. Used to populate provider lists and match session records to the correct clinician.
How the import process works
1. Upload your CSV
Navigate to Notenetic Data or Uploads from the sidebar. Drag and drop your CSV file or click to browse. CareIncite accepts standard CSV files exported from Notenetic.
2. Column mapping
CareIncite reads the column headers from your CSV and automatically maps them to the expected fields. If a column cannot be auto-mapped (due to non-standard naming), you can manually assign it from a dropdown. The system remembers your mapping preferences for future imports.
3. Validation
Every row is validated before import. CareIncite checks for required fields, valid date formats, numeric values where expected, matching provider NPIs, and duplicate records. Rows that fail validation are flagged with the specific error so you can fix them before importing.
4. Review and confirm
Before finalizing, CareIncite shows a summary: total rows, rows passing validation, rows with errors, and duplicate rows that will be skipped. You can proceed with valid rows only or go back to fix errors first.
5. Import complete
Validated rows are imported into CareIncite. The billing dashboard, eligibility module, and all analytics update to reflect the new data. The import is logged in your upload history with a timestamp, row count, and any errors encountered.
Deduplication
CareIncite automatically detects duplicate records during import. A session is considered a duplicate when it matches an existing record on client, provider, date of service, and service code. Duplicate rows are flagged in the review step and skipped during import by default. This prevents inflated billing numbers when importing overlapping date ranges.
Who can import data
Data imports are available to users with the ceo, admin, or support_staff account roles. The Notenetic Data module (/notenetic) and Uploads module (/uploads) both support CSV imports. Specialists do not have import access.
Skip manual imports entirely
If your practice is ready for automated data sync, connect Notenetic directly from
Settings → Integrations. Once connected, CareIncite pulls session and client data automatically on a recurring schedule, eliminating CSV exports entirely. See the
Notenetic Integration guide for setup instructions.
