Build a Mapping Template

A mapping template translates one file shape into patients, visits and services. Build it once per source and every run from that source reads the same way.

Before You Start

You need the User role and an example file in the shape you are mapping. The file is patient data, so attaching it, Suggest and Preview are the User’s; an Administrator alone can edit and activate a template but cannot map against a file.

Build It

1. In the sidebar, select Data Mapping. It opens on the Import Mappings tab.
2. Select Create.
3. In the dialog, enter a Name and choose the Source Kind.
4. Select Create. The builder opens.
5. Attach the example file.
6. Optional: For a CSV file, in the header, choose the file’s Delimiter.
7. Select Suggest. Suggest is missing when the client is not licensed for the AI assist; map the fields by hand instead.
8. Confirm at Suggest a Mapping With AI?. ClaimPod proposes a mapping from the file’s column names, and everything else waits until it finishes. Treat it as a first draft. If it fails, the toast reads “Couldn’t suggest a mapping” and the template is left as it was.
9. Correct each target field the suggestion got wrong. Gender, marital status and diagnosis type accept only ClaimPod’s own values, such as Male and Female. A file that writes its own codes, such as M and F, needs a crosswalk onto them, or every row stops at import review as Value Not Allowed. An amount written with currency signs or thousands separators needs the Clean amount transform.
10. Select Preview to see what a run would produce.
11. Select Save & Activate. It stays greyed until at least one field is mapped. If someone else saved the template first, the toast reads “Couldn’t save template” and offers Reload (A Save Was Refused). On a practice with more than one location, a template with no visit location saves with “Saved, with a warning”; map Assigned Location Code on the Visit tab.

Import Mappings explains the builder’s rows, its per-record tabs and what each action needs.

Result: the template is available to connections, schedules and manual uploads.

Preview Before Activating

Preview shows the records a run would create without creating them. This is the cheapest place to catch a wrong column, because after activation the same mistake becomes rows in an import review queue.

Caution

Changing an active template changes how future runs read the file. It does not revisit what already imported.

Related: Import Mappings · Re-run an Import · An Import or Queue Is Stuck