Chapter 3: Waterfall Import Order
Chapter Overview
Data loads in a fixed six-level order. Your exports are grouped to match — reference data first, then staff, then patients, then clinical, then archive documents.
3.1 The six levels
| Level | What we import | What you provide |
|---|---|---|
| 1 | Branches | Branch list from agency setup |
| 2 | Physicians, payers, pharmacies, facilities | Reference CSVs or Report Center exports |
| 3 | Users / clinicians | Axxess Employee List export (roles included in file) |
| 4 | Patients, intake, emergency contacts | Patient list + Profile PDF per MRN |
| 5 | All care orders (every cert period) + medications | Approved care order CSV + Med Profile PDFs |
| 5b | Archive PDFs (phased) | Agency admin uploads in Betasky — not bulk import by Betasky |
| 6 | Forward schedule (go-live) | Built in Betasky after go-live — not bulk-imported from Axxess |
Within each level we load structured rows first. Care order shells come from the CSV (all episodes). PDFs attach later when your admin uploads them in the dashboard.
3.2 Example Agency mapping
| Step | Your deliverables | Betasky result |
|---|---|---|
| Setup | physicians, payers, pharmacies, facilities (Report Center / Setup) | Reference data |
| Staff | Employee List .xlsx from Report Center | Logins; Betasky maps Axxess Role → Betasky permissions |
| Patients | Patient List + Patient Roster + Profile PDFs | Patient registry + intake |
| Care orders | Approved care order CSV (all cert periods, statuses) | Every episode row → migration care order (Active / Expired / Discharged from CSV) |
| Medications | Medication Profile PDF per active MRN | Med list + signed reviews |
| Archive PDFs | Agency admin uploads when ready | PDF on care order + archive visit when extractable |
| Forward visits | — | Scheduled fresh in Betasky post go-live |
Part IV walks through each step for Example Agency.
3.3 Re-runs and fixes
If validation finds systematic issues (name order, wrong episode status), Betasky re-runs targeted fixes after your approval — not a full re-export from you unless files were wrong at source.