How to Import Patient Records into Your Clinic Portal in Minutes, Not Weeks

The Hidden Cost of Switching Systems

Most clinics that move to a new platform already have years of patient history: lab reports, intake forms, medication lists, and notes exported from a previous EMR. Retyping all of it is slow, error-prone, and the reason many practices stay on a system they have outgrown.

The Records Inbox in the OptyPeptides portal is built to remove that barrier. Upload records in bulk, tell the portal which patient each one belongs to, and the information is read into the chart for your team to review.

How It Works

1. Drop in your files. Up to 100 at a time, straight from your computer.

2. Review the suggestions. Each file gets a suggested patient.

3. Assign. Confirm one by one, or in bulk.

4. Check the chart. Review what was imported, or undo it.

Upload Everything at Once

You do not need to sort files by patient first. Add a whole folder of records and lab reports, up to 100 files or 500 MB per batch, and they upload in parallel with progress shown for each file. The inbox reads the formats clinics actually have on hand:

• PDFs and scanned images

• C-CDA and FHIR exports from other EMRs

• CSV and plain-text files

Matching Records to the Right Patient

The slowest part of any bulk import is figuring out whose record is whose. The inbox does the first pass for you. For each file it looks for a match in three places: the patient's name in the file name, the name inside the record itself, and, for PDFs and scans, an OptyAI match against your list of patients.

The suggested patient is filled in and ticked, and your team confirms by assigning. If two patients share a name, the inbox lists the candidates instead of guessing. If a record belongs to someone who is not in your portal yet, you can create the patient right there, and the file is assigned to them.

Selected files can be assigned together, either each to its own patient or all to one, so a stack of records for a single patient takes one click.

What Gets Imported

Once a file is assigned, OptyAI reads it and saves what it finds into that patient's chart: medications, lab results, notes, and peptide or hormone regimens. Everything from one import is tagged together, so it is easy to see what came from where.

Built-In Safeguards

Importing history should not create new risk. These checks are part of the design:

• Name check. If a document names a different person than the patient you chose, nothing is saved until staff confirm.

• Regimens start paused. Imported protocols stay hidden from the patient app until a staff member checks the doses and activates them.

• No guessing. Medications are saved only when they match a standard drug catalog, and labs only when they have a collection date. Anything else is listed for manual entry instead of being filled in.

• Review and undo. See what an import added, and undo the whole import at once if it is not right.

• Protected storage. Files are stored encrypted, importing requires your clinic's BAA, and unassigned files are deleted after 30 days.

The Benefits for Your Clinic

• Faster onboarding. Bring a whole panel of patients over in a batch instead of one chart at a time.

• Less retyping. Staff spend their time confirming and reviewing rather than keying in values.

• Complete charts from day one. Providers see prior labs and medications next to current peptide protocols, so trends and context are there from the first visit.

• Fewer transcription errors. Values come from the source document, and anything uncertain is flagged for a person to handle.

• You stay in control. Nothing is assigned, activated, or shown to a patient without a staff decision.

Getting Started

Clinic admins will find the Records Inbox in the portal. Collect the exports you already have, drop them in, and work through the suggestions. If you are moving from another system and want help planning the move, request a demo and we will walk through it with your team.