By default, group messages in Ocean can be sent to groups with a maximum size of 100 patients. If you have exported a .csv file from your EMR and it contains more than 100 patients, you will need to split the .csv file into multiple smaller files that contain 100 or less to upload into Ocean.
To split a .csv file, we recommend that you do not use Microsoft Excel, as this program can sometimes remove or alter aspects of the file's column structure. This will result in files incompatible with Ocean.
For Windows users, we recommend using a text editor such as Notepad++. For Apple users, we recommend Sublime Text.
Note: Before following the steps below, please ensure that you have already obtained your master cohort file from your EMR.
Step 1: Locate your Master .csv File
Step 2: Understanding your Master .csv File
- After opening your file in Notepad++, you will see a header row (row 1) followed by rows of exported patients.
- Along the left hand side of the window, you will see each row number.
- The header row defines the order of the values separated by each comma. In this example, we can see that the order of the values in the header row is: "Last Name", "First Name", "PHN", "Birthdate", "Sex", "Home Phone", "Status".
- Below the header row, each row represents a single patient record, with their respective information presented in the above sequence, separated by a single comma.
Step 3: Splitting Your Master .csv File
Creating a New File
Duplicating the Header Row
Step 4: Moving Patients from the Master File to New File
Selecting Patients from Master File
- In your master file, locate row 102. This represents the 101st patient in your master file, since the header row (row 1) is accounted for in the total number of rows.
- Highlight all patients from row 102 up to and including row 201 (this selects 100 individual patients), right click, and select 'Cut' to remove them from the file and copy them.
Pasting Patients to New File
- Navigate to the new file which currently includes only a header row, place your cursor at the end of the header row (row 1), and press the 'Enter' or 'Return' key on your keyboard to add a new row (row 2) below the header.
- Right-click on row 2, and select 'Paste' to transpose the 100 patients that you cut earlier into the new file below the header.
Step 5: Create Multiple Cohort Files
- Repeat Steps 3 and 4 above (i.e., Create a New File, Duplicate the Header Row, Select 100 Patients from the Master File, and Paste Patients into the New File) until your master file has been reduced to 100 patients total (101 total rows).
- Ensure you save your cohort files (including your reduced master file) once complete.
- When you have finished splitting your file, you can proceed with uploading the cohorts to Ocean for use with Group Messaging.
Step 1: Locate your Master .csv File
Step 2: Understanding your Master .csv File
- After opening your file in Sublime Text, you will see a header row (row 1) followed by rows of exported patients.
- Along the left hand side of the window, you will see each row number.
- The header row defines the order of the values separated by each comma. In this example, we can see that the order of the values in the header row is: "Last Name", "First Name", "PHN", "Birthdate", "Sex", "Home Phone", "Status".
- Below the header row, each row represents a single patient record, with their respective information presented in the above sequence, separated by a single comma.
Step 3: Splitting Your Master .csv File
Creating a New File
Duplicating the Header Row
Step 4: Moving Patients from the Master File to New File
Selecting Patients from Master File
- In your master file, locate row 102. This represents the 101st patient in your master file, since the header row (row 1) is accounted for in the total number of rows.
- Highlight all patients from row 102 up to and including row 201 (this selects 100 individual patients), right click, and select 'Cut' to remove them from the file and copy them.
Pasting Patients to New File
- Navigate to the new file which currently includes only a header row, place your cursor at the end of the header row (row 1), and press the 'Enter' or 'Return' key on your keyboard to add a new row (row 2) below the header.
- Right-click on row 2, and select 'Paste' to transpose the 100 patients that you cut earlier into the new file below the header.
Step 5: Create Multiple Cohort Files
- Repeat Steps 3 and 4 above (i.e., Create a New File, Duplicate the Header Row, Select 100 Patients from the Master File, and Paste Patients into the New File) until your master file has been reduced to 100 patients total (101 total rows).
- Ensure you save your cohort files (including your reduced master file) once complete.
- When you have finished splitting your file, you can proceed with uploading the cohorts to Ocean for use with Group Messaging.