Cerbo supports several CSV import tools to help you get your data into the system quickly and accurately. Your Implementation Manager or a technical support agent will facilitate each import on your behalf. This guide explains what each tool is used for and what data you'll need to prepare.
General Requirements (All Imports)
- Files must be in .csv format — Excel (.xlsx) files are not accepted
- Maximum file size: 10MB
- Column headers are case-insensitive (except where noted)
- The Cerbo Team will validate your file before importing and will flag any issues
Charges Import Tool
What it's used for
Use this tool to bulk-load your practice's services, products, or procedures into your Cerbo price list. This is useful for initial setup or when making large-scale updates to your pricing.
Required columns
| Column | Notes |
|---|---|
| NAME | Charge or product name |
| PRICE | Retail price — do not include $ symbol |
Optional columns
| Column | Notes |
|---|---|
| COST | Wholesale cost — do not include $ symbol |
| PRODUCT_CODE | CPT or vendor code |
| SKU | Alternate product identifier or nickname |
| MANUFACTURER | |
| SUPPLIER | Vendor or supplier name |
| INCOME_CATEGORY | Recommended — used for financial reporting |
| INFO | Description of the charge or product |
| TAXABLE | Y or N |
| IS DISCOUNTABLE | Y or N |
| IS INSURANCE | Y or N |
| IS SUPPLY | Y or N |
Important notes
- Boolean fields (taxable, discountable, etc.) should be explicitly set to Y or N. Leaving them blank may produce unexpected defaults.
- Remove any special characters (such as $) from price or cost columns before submitting.
Sample CSV:
NAME,INFO,PRICE,PRODUCT_CODE,INCOME_CATEGORY,COST,MANUFACTURER,SUPPLIER,SKU Vitamin D3,High potency vitamin D3 supplement,25.99,VD3-1000,Product Income,15.50,SupplyCorp,SupplyCorp,VD3-1000
Alternate Plan and/or Inventory Import Tool
What it's used for
Use this tool to bulk-load supplements or other alternate plans into Cerbo. Depending on your needs, alternate plans can be imported into your Alternate Plans only, or into Alternate Plans plus Inventory and Charges simultaneously.
Required columns
| Column | Notes |
|---|---|
| Name | |
| Retail Price | Do not include $ symbol |
| Wholesale Price | Do not include $ symbol |
| Nicknames | Alternate names or shorthand |
| Description | |
| # in Stock | Current on-hand quantity |
| # Typically Stocked | Your standard stocking level |
| Reorder at # | Quantity at which you reorder |
| Vendor/Supplier | |
| Vendor Code | Supplier's product code |
| Is Supply | Y or N |
| Is Taxable | Y or N |
| Is Discountable | Y or N |
| Is Insurance | Y or N |
Optional columns
| Column | |
|---|---|
| Package_Form | |
| Lot_Number | |
| Expiration_Date | |
| Notes |
Important notes
- If importing into Inventory and Charges, boolean fields left blank will default to Yes. Use explicit Y/N values to avoid unintended results.
- Make sure supplement names are consistent with any existing charges in your system to prevent duplicates.
Sample CSV (required columns):
NAME,INFO,PRICE,PRODUCT_CODE,INCOME_CATEGORY,COST,MANUFACTURER,SUPPLIER,SKU Vitamin D3,High potency vitamin D3 supplement,25.99,VD3-1000,Product Income,15.50,SupplyCorp,SupplyCorp,VD3-1000
CPT Import Tool
What it's used for
Use this tool to bulk-load lab order codes, procedure codes, or other CPT codes into Cerbo. This is typically used during setup to populate your lab and ordering workflows.
Required columns
| Column | Notes |
|---|---|
| NAME | Procedure or order name |
| CODE | CPT code |
Optional columns
| Column | Notes |
|---|---|
| QUEST_CODE | Quest-specific order code |
| SPECIFIC_LAB | Lab name (e.g., Quest, LabCorp) |
| SPECIFIC_LAB_CODE | Lab's internal code for this test |
| NICKNAMES | Alternate names or shorthand |
| DESCRIPTION | |
| INSTRUCTIONS | Patient or collection instructions |
Important notes
- If you use the same test at multiple labs, include a separate row for each lab and append the lab name to the test name to avoid conflicts. Example:
Comprehensive Metabolic Panel – Quest - Grouping related codes under consistent HEADINGS values will make ordering easier for your providers.
Sample CSV:
NAME,CODE,QUEST_CODE,SPECIFIC_LAB,SPECIFIC_LAB_CODE,NICKNAMES,CPT_CLASS,DESCRIPTION,INSTRUCTIONS,HEADINGS Complete Blood Count,85025,,LabCorp,CBC,"CBC, Blood Count",Lab - Hematology,Fasting not required,Process within 24 hours,Laboratory Tests Comprehensive Metabolic Panel,80053,,Quest,CMP,"CMP, Metabolic Panel",Lab - Chemistry,Fasting 8-12 hours required,Serum separator tube,Laboratory Tests
Patient Demographics Importer
What it's used for
Use this tool to migrate patient records from your previous EHR or CRM into Cerbo. Your IM will map your existing data fields to the appropriate fields in Cerbo and validate the import before it is committed.
There is no fixed template for this tool. Your file just needs clear, descriptive column headers so your IM can map them accurately.
Supported patient fields
| Field | Notes | Required for eRx | Required for Portal Access |
|---|---|---|---|
| First Name | Recommended for duplicate detection | X | X |
| Last Name | Recommended for duplicate detection | X | X |
| Date of Birth | Recommended for duplicate detection | X | X |
| Middle Name |
|
| |
| Alternate ID | Previous MRN, or other Identification |
|
|
| Home Phone | or Mobile |
| |
| Mobile Phone | or Home |
| |
| Primary Email |
| X | |
| Secondary Email |
|
| |
| Sex | X |
| |
| Address Line 1 | X |
| |
| Address Line 2 | X |
| |
| ZIP Code | X | X | |
| City | X |
| |
| State | X |
| |
| Inactive Status | (Y/N) Mark patients as inactive at time of import |
|
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| Date Added | Will default to the date data is imported unless otherwise noted |
|
|
Supported notes fields
| Field | Notes |
|---|---|
| Need to Know | Text added to Need to Know free text block |
| Admin Notes | Text added to Admin free text block |
| Patient Notice | Text displayed at the top the Need to Know block of the patient chart and on scheduled calendar events |
| Notice Color | BLCK, RED, ORANGE, GREEN, BLUE, YELLOW, PURPLE, TEAL, PINK |
Important notes
- Date of Birth format: Include DOB in a consistent, recognizable format. we will apply the correct date mapping to ensure accurate conversion.
- Missing DOB values: If some patients are missing a DOB in your source data, we can assign a temporary placeholder DOB to those records so they can be corrected after import.
- Preferred Provider: If your file includes a provider name column, we can map it to the Preferred Provider field in Cerbo. Provider names can only be mapped if the user exists in Cerbo under Admin > Manage > Users
- A duplicate check will be run against existing patients before the import is committed.
Preparing your export
When pulling your patient data from your previous system, include as many of the fields above as your system supports. The more complete the data, the less cleanup will be needed after import. The Cerbo Team can advise on what to prioritize based on your specific migration.
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