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Import/Export CPT® Price List

This function is typically used by new clients to import a procedure code price list into the Procedure Code Amounts Table but can also be used by existing clients to export a procedure code price list from the Procedure Code Amounts Table.

New Client Import Process
First, the Procedure Codes must be defined in the Procedure Code Table. After you have loaded the CPT codes into the Procedure Code Table (either manually or by using the Load the AMA CPT Codes function or the Copy the Procedure Code Table function) you will need to create an Effective Date for the Procedure Price List. To do this, access the Maintain Procedure Code Amounts function and you will be prompted to enter the Effective Date. Make a note of this date as it must be the same Effective Date you want to import into.

Existing Client Import Process
Prior to importing the CPT Price List, you will need to create a new Effective Date for the Procedure Price List. To do this, access the Copy the Procedure Price List function to copy the existing price list into a new effective date.

Both the Import and Export functions require the use of comma separated value (.csv) files.

For self-hosted customers, the .csv file must be stored on the CGM webPRACTICE server on the same drive that Cache is installed.

If you are a hosted customer:

If you want to Import a file you will need to send the .csv file to Customer Service via email so they can upload it to the server and provide you with the Directory Path.
If you want to Export a file, you will need to contact Customer Service to provide you with the Directory Path for you to Export the file to, and so they can retrieve the file from the server and email it to you. Prior to opening the file you should follow the instructions listed in the Requirements for preparing a .csv file prior to making modifications section to prevent data corruption. This applies even when you only want to view the file in Excel.

Both the Import and Export functions use the same file format as shown below:

Column 1 – CPT Code

Column 2 - Normal Charge

Column 3 – Normal Rate A

Column 4 – Normal Rate B

Column 5 – Normal Rate C

Column 6 – Normal Rate D

Column 7 – Normal Rate E

Column 8 – Facility Charge Amount

Column 9 – Facility Rate A

Column 10 – Facility Rate B

Column 11 – Facility Rate C

Column 12 – Facility Rate D

Column 13 – Facility Rate E

Column 14 – Nominal Fee

Column 15 – Cost

Requirements for preparing a .csv file prior to making modifications:

If you have a price list that you need to modify (either before the import or after the export), one of the most difficult issues clients run into with using this function is making sure the .csv file retains any leading ‘zeroes’ in the CPT code column. If you plan on using Excel to modify the file you should review the steps listed below prior to opening the file in Excel, otherwise all the leading zeroes will be automatically removed as soon as the file is opened.

Create a New workbook in Excel
On the Data tab, select From Text to Import data from a text file
Select the file you want and click Import
For the Original data type, select Delimited and click Next
In the Delimiters check box section, select Comma, confirm it is the only check box selected and click Next
For Step 3 of the Text Import Wizard, you will define the Data Format for the CPT Code column. First, in the Data preview section in the bottom half of the dialog box, click on column 1 to select it, if it is not already selected. Next, in the Column data format section, select Text and click Finish
When the Import Data dialog box appears confirm Existing worksheet: =$A$1 is selected and click OK

The data will be imported into the Excel worksheet and the leading zeroes will be preserved in the CPT Code column. At this point you can make any necessary modifications.
If this file is to be used for importing into CGM webPRACTICE, prior to saving the workbook you will need to:

delete any additional worksheets within the workbook
delete any column and row headings
delete any Headers and Footers
confirm the file format is in the exact format provided by CGM webPRACTICE

Save the workbook as a .csv file.
You should not reopen the .csv file as this can cause corruption of the data, such as stripping the leading zeroes.

Notes:

In column 1, the CPT code must be an exact match to a CPT code in the Procedure Code Table and the Procedure Code Amounts Table. If the CPT code does not already exist in these tables, it will not be created when the price list is imported.

An existing Effective Date will be required for the CPT codes in the Procedure Code Amounts Table so the imported prices can be linked up to a Procedure Price List with the same effective date.

The data in columns 2 through 15 must be numeric, with or without a decimal point. If the entry is ‘60’, it will be translated to 60.00. If the entry is ‘60.5’, it will be translated to 60.50.

If the amount in any field is ZERO or BLANK, the amount in the Procedure Code table will not be updated. It will not change an existing amount to zero, even if your file has 0.00 for the amount.

The following image is an example of an exported file and how it will look when opened in Excel.