Google is pretty flexible when it comes to entering contact and calendar information into its system. This is handy for day-to-day use but can make data transfers extremely tricky. Some clinics have successfully transitioned from Google Calendar/Contacts while others have chosen to manually input their information to ensure data accuracy and to avoid potential duplicates.
When it comes to moving your data over from Google Calendar and Google Contacts, consistency is key.
Read on for more details!
Is My Google Calendar Data Suitable?
The problem with data arises when the appointment title is also included in the Summary field, like “Josh’s Initial Assessment” or “Appointment for Josh Jones” and then sometimes just “Josh Jones” or when names are not consistently keyed. For example, if sometimes Josh’s name is keyed as “Josh” or “Josh Jones” and other times simply “J.J.” then your best bet is to transition over manually as it will result in duplicate profiles for the same patient in Jane unless each record is cleaned up manually. Events with multiple attendees also cannot be imported because only one patient per appointment can be imported.
Appointments can be imported if they are in a consistent, reliable format. The ideal Google Calendar file would have just the patient name in either the summary or attendees field and one patient per appointment. We can create a patient profile for every appointment that includes a patient name in the Summary or Attendees field. Names in appointments must also be a perfect match. If the data is in any other format, we recommend manually inputting appointments.
Think you have consistent and reliable appointment data? Here’s how to export it from Google Calendar!
Exporting your Appointments from Google Calendar
Note: You can only export calendars listed under “My calendars” on the left side of Google Calendar. To export a calendar, you also need to have the “Make changes and manage sharing” setting.
On your computer, open Google Calendar. You can’t export events from the Google Calendar app.
On the left side of the page, find the “My calendars” section. You might need to click to expand it. Hover over the calendar you want to export, click the 3 dots and choose Settings and Sharing
Under Calendar settings, select Export calendar. An ICS file of your events will start downloading.
Click here to see Google’s help doc on exporting events from a single or multiple calendars.
Exporting your Google Contacts
Alternatively, we can create a patient profile for each of your Google contacts. Your contacts can be easily exported from https://contacts.google.com/
Select all the contacts that you want to bring over by highlighting each item line. (You can select all quickly by pressing Command + A (Mac) or Ctrl + A (PC)).
Now click the 3 dots at the top right and choose export to Google CSV in the drop down menu.
Save the file to your computer and upload it to Jane.
Feel free to clean up any columns or values in the spreadsheet before uploading the file for import if values were not consistently entered into Contacts!
If there are any multiple value columns such as multiple phone and address value columns that you’re keeping in the spreadsheet, please indicate clearly which column goes into which Jane field when requesting your import from the Schedule an Imports page in Jane.
Uploading into Jane
To ensure that your data is uploaded to the correct account, and for security reasons, we do not accept patient data via email. You can upload the files to us in the Settings > Schedule an Import area.
You can find an overview of this process here: Scheduling Your Import
If you need any further help getting all set up to run with Jane, just let us know!