Overview
Bulk operations allow you to update multiple patient records simultaneously, saving time when making system-wide changes. This guide covers available bulk operations, how to use them safely, and best practices.When to Use Bulk Operations
Facility Changes
All patients at a facility need updates (status change, provider change)
Insurance Updates
Insurance plan changes affecting multiple patients
Provider Transitions
Reassigning patients when provider leaves or changes
Data Cleanup
Correcting systematic data issues across records
Available Bulk Operations
Operation Types
| Operation | Description | Approval Required |
|---|---|---|
| Status Change | Update status for multiple patients | Manager |
| Provider Reassignment | Change assigned provider | Manager |
| Facility Transfer | Move patients between facilities | Manager |
| Tag/Label Assignment | Add or remove tags | Team Lead |
| Data Export | Export patient data | Team Lead |
| Visit Scheduling | Schedule visits in bulk | Manager |
| Communication | Send bulk notifications | Manager |
Accessing Bulk Operations
1
Navigate to Bulk Operations
Go to Admin → Patient Operations → Bulk OperationsOr from the Patient list: Actions → Bulk Operations
2
Select Operation Type
Choose the type of bulk operation needed
3
Verify Permissions
Confirm you have authorization for the operation
Bulk Status Changes
Process
1
Select Bulk Status Change
Choose Status Change from bulk operations menu
2
Select Patients
Choose patients using one of these methods:By Filter:
- Status (e.g., all “On Hold”)
- Facility
- Provider
- Date range
- Upload CSV with patient IDs
- Paste patient ID list
- Search and select individual patients
3
Choose New Status
Select the target status from dropdown:
- Active
- On Hold
- Discharged
- Other available statuses
4
Set Effective Date
Choose when status change takes effect
5
Add Reason
Document the reason for bulk change (required)
6
Review Selection
System shows:
- Number of patients affected
- List of patient names/IDs
- Any patients that cannot be changed (with reasons)
7
Submit for Approval
Submit request to manager for approval
8
Execute After Approval
Once approved, execute the bulk change
Common Scenarios
| Scenario | Source Status | Target Status |
|---|---|---|
| Facility closing | Active | Discharged |
| Re-activating after hold | On Hold | Active |
| Contract termination | Active | Discharged |
| Insurance plan ended | Active | On Hold |
Bulk Provider Reassignment
When to Use
- Provider leaving practice
- Provider capacity rebalancing
- Geographic restructuring
- Provider specialty changes
Process
1
Select Provider Reassignment
Choose Provider Reassignment from bulk operations
2
Select Source
Choose how to identify patients to reassign:
- All patients of specific provider
- Patients at specific facility
- Custom selection
3
Select Patients
Review and confirm patient list
4
Choose Destination Provider
Select the new provider or distribution method:
- Single provider (all patients go to one provider)
- Distribute (split across multiple providers)
- By facility assignment (use facility’s default provider)
5
Set Effective Date
Choose when reassignment takes effect
6
Handle Scheduled Visits
Choose how to handle existing scheduled visits:
- Reassign all future visits
- Keep visits with original provider
- Cancel and reschedule
7
Review and Submit
Review affected patients and submit for approval
8
Execute
Run reassignment after approval
Bulk Facility Transfer
Process
1
Select Facility Transfer
Choose Facility Transfer from bulk operations
2
Select Source Facility
Choose the facility patients are transferring from
3
Select Patients
Choose which patients to transfer:
- All patients at facility
- Specific patients only
- By filter criteria
4
Select Destination Facility
Choose the new facility
5
Set Transfer Date
When the transfer takes effect
6
Handle Provider Assignment
- Keep current provider
- Assign to destination facility’s provider
- Manual assignment later
7
Review and Execute
Review transfer details and execute after approval
Post-Transfer Tasks
After bulk facility transfer:Bulk Data Export
Export Options
| Export Type | Contents | Format |
|---|---|---|
| Patient List | Demographics, status, facility | CSV/Excel |
| Clinical Summary | Diagnoses, medications, allergies | CSV/Excel |
| Visit History | Visit dates, types, providers | CSV/Excel |
| Full Record | Complete patient data | Excel |
Export Process
1
Select Data Export
Choose Data Export from bulk operations
2
Select Patients
Filter or select patients to export
3
Choose Export Template
Select what data to include
4
Set Format
Choose CSV, Excel, or other format
5
Generate Export
Click Export to generate file
6
Download
Download the exported file
HIPAA Reminder: Exported patient data is PHI. Handle according to privacy policies. Don’t share via unsecured email.
Bulk Visit Scheduling
When to Use
- Schedule wellness visits for entire facility
- Set up new provider’s patient visits
- Create recurring visit schedules
Process
1
Select Visit Scheduling
Choose Bulk Visit Scheduling from operations
2
Select Patients
Choose patients who need visits scheduled
3
Define Visit Parameters
- Visit type
- Date range for scheduling
- Provider (or auto-assign)
- Visit duration
4
Set Scheduling Rules
- Maximum visits per day per provider
- Facility visit preferences
- Time window preferences
5
Preview Schedule
Review proposed visit assignments
6
Confirm and Create
Confirm to create all visits
Bulk Communication
Message Types
| Type | Use Case |
|---|---|
| Facility Notification | Inform facilities of changes |
| Provider Notification | Alert providers to patient changes |
| Internal Alert | Notify team of bulk operation |
Process
1
Select Communication
Choose Bulk Communication from operations
2
Select Recipients
Choose who receives the communication
3
Compose Message
Write or select template for message
4
Preview
Review message before sending
5
Send
Execute bulk send
Safety and Approval
Approval Workflow
1
Request Submitted
Operator submits bulk operation request
2
Pending Review
Request appears in manager’s approval queue
3
Manager Review
Manager reviews:
- Patients affected
- Operation type
- Business justification
- Potential impact
4
Decision
Manager approves, denies, or requests changes
5
Execution
If approved, operator executes the operation
6
Audit Log
Operation recorded in audit log
Pre-Execution Checklist
Before executing any bulk operation:Monitoring and Rollback
Monitoring Progress
For large bulk operations:1
View Progress
Monitor progress indicator showing:
- Records processed
- Records remaining
- Errors encountered
2
Review Results
After completion:
- Success count
- Error count with details
- Audit log entry
Handling Errors
If bulk operation has errors:Partial completion
Partial completion
Some records processed, some failed.Action: Review failed records, fix issues, rerun for failed subset only.
Complete failure
Complete failure
Operation failed before processing any records.Action: Check error message, correct issue, resubmit.
Need to rollback
Need to rollback
Operation completed but needs reversal.Action: Contact admin immediately. May need to run opposite bulk operation.
Rollback Options
| Situation | Rollback Method |
|---|---|
| Status change | Run opposite status change |
| Provider reassignment | Reassign back to original |
| Facility transfer | Transfer back to original |
| Data export | N/A (export doesn’t change data) |
Audit and Compliance
Audit Log
Every bulk operation records:| Field | Description |
|---|---|
| Timestamp | When operation occurred |
| Operator | Who executed the operation |
| Approver | Who approved (if required) |
| Operation Type | What was changed |
| Patients Affected | List of patient IDs |
| Old Values | Previous values |
| New Values | Updated values |
| Reason | Business justification |
Accessing Audit Logs
1
Navigate to Audit Logs
Go to Admin → Audit Logs → Bulk Operations
2
Filter by Criteria
Search by:
- Date range
- Operation type
- Operator
- Patient ID
3
View Details
Click any entry for full details
4
Export if Needed
Export audit log for compliance reporting
Troubleshooting
Operation timing out
Operation timing out
Large operations may time out.Solution: Break into smaller batches (e.g., 100 patients at a time)
Some patients skipped
Some patients skipped
Certain patients were excluded from bulk operation.Solution: Check exclusion reasons—usually validation errors or locked records
Cannot access bulk operations
Cannot access bulk operations
Option not visible in menu.Solution: Verify you have required permissions. Contact admin for access.
Approval not coming through
Approval not coming through
Request pending for too long.Solution: Follow up with approving manager. Check they have access to approval queue.