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Enter information into the patient and order import template

To add patients into ResMed ReSupply, you must create a data extraction routine from your billing/inventory system with new and recently updated patients. You must import these patients regularly to keep ResMed ReSupply up-to-date.

This article describes the information you must include in the import template.

Important considerations

  • Do not delete or rename column headers in the patient and order template because the import is rejected.
  • Add as much patient detail as possible to reduce your workload later in the process.
  • Always include all relevant detail regarding a patient for each subsequent import so that relevant information is not removed from the system. Leaving a field empty will override the patient's original information for that field.  
  • Patient demographic updates: Update demographic information in your source system if demographic information is changed in ResMed ReSupply. Failing to do so will override the patient's update and default to your source system's outdated information.
    • Example: Joe updates his shipping address when prompted through the IVR questionnaire. This change is saved in ResMed ReSupply, but not any of your organization's other systems. During the next patient and order import, the address listed in your source system overrides the newer address in ResMed ReSupply. 

 

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Hover for descriptions

Within the downloaded template, you can hover over each of the column titles for a brief description of the requirements for the field. 

Required

Recommended

Optional

  • Patient ID
  • First name
  • Last name
  • DOB
  • (Outreach) phone number
  • (Outreach) email address
  • HCPCS
  • Last supplied date
  • Payor
  • (Payor) Member ID
  • Phone number type(s)
  • Product IDs
  • Serial number (if AirView integration is enabled)
  • Address information

 

  • External order ID
  • Quantity
  • Status

 

 

Field

Description

How ResMed ReSupply uses imported information 

Patient ID (required)

An external reference ID that uniquely identifies a patient in another system. ResMed ReSupply combines this field with the billing system and location to ensure a patient is not imported twice. This field is also referred to as an Medical Record Number (MRN). 

Field restrictions: 50 characters

ResMed ReSupply uses the Patient ID to avoid duplicate patient records within the same organization. 

Text-based patient IDs

ResMed ReSupply imports text-based patient IDs that are used as the patient ID.

Last name (required)

Patient’s last name.

Field restrictions: 100 characters

ResMed ReSupply uses the last name during outreach. 

For example: If you enter "Smith Jr", the interactive voice response (IVR) system (known as Faith) says "Smith Junior."

First name (required)

Patient’s first name. 

Field restrictions: 100 characters

ResMed ReSupply uses the first name during outreach. 

For example, If you enter "Mr. John", the IVR (Faith) says "Mister John."

D.O.B (required)

Patient’s date of birth. 

Field restrictions: Formatted as MM/DD/YYYY or YYYY/MM/DD

The client services team uses the D.O.B (date of birth) to validate the patient's identity.

A patient is also required to provide their D.O.B to activate their account

Payor

Patient's payor (primary insurance provider). The system assigns a default payor for unknown and empty values.

Field restrictions: 100 characters

ResMed ReSupply adds payor names that exactly match a predefined payor or alternate payor name to the payor profile. The information on the payor profile determines the eligibility schedule and questionnaire prompts. 

ResMed ReSupply assigns the default payor to the patient if not an exact match, based on Medicare standards.

Member ID

Patient’s member ID from their insurance provider.

Field restrictions: 20 characters

If you enable the insurance verification feature, ResMed ReSupply uses the member ID to verify a patient's insurance. Patients are also asked their member ID on the outreach questionnaire to ensure the information is accurate on their file.

Phone number / Phone number 2

 

Patient’s preferred phone number for outreach. This field is optional if the patient’s email address is provided.

In situations where the phone number or email address are invalid, the entire row is rejected.

Field restrictions: 100 characters

Formats accepted:

  • xxx-xxx-xxxx
  • xxxxxxxxxx
  • (xxx)xxx-xxxx

Note: You must provide a valid phone number.

 

ResMed ReSupply automatically enables patient outreach with the IVR system when a Phone number is available.

Note: Currently, Phone number 2 is for informational purposes only.

You need to manually enable SMS (Text message) and Live call (transfer) outreach modalities.

Phone number type / Phone number 2 type

Patient's phone number type (home, office, mobile). This field is optional. If left blank, the phone number type will default to mobile. 

ResMed ReSupply adds the phone type beside the Phone number and Phone number 2 fields.

Text messages (SMS)  

For mobile phones, you must enable text message (SMS) notifications on your profile to receive text messages.

Email address

The patient's preferred email address for outreach that patients also use to access the Patient Portal. 

Field restrictions: 100 characters

Formatted as value@domain.extension.

Note: You must provide a valid email address.

 

ResMed ReSupply sends emails to outreach patients and to provide instructions for patients to activate their Patient Portal account.

Address fields (Address 1 & 2, City, State and Zip)

Patient’s first address line. This appears on supply requests. This field is optional for an import, but is required to confirm a supply request that was not an in-person request.

Field restrictions: 100 characters each

State: Can be fully written or abbreviated

Zip: Can be 5 or 9 digits

Client services uses the address to validate a patient.

During outreach, ResMed ReSupply confirms the address before any supplies are shipped.

External order ID

External order ID from the source billing system.

For informational purposes only (order history).

Field restrictions: 50 characters

ResMed ReSupply imports all products within the order. To see the order items, in ResMed ReSupply, click External order ID.

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Quantity

Number of items for this product shipped in the supply request. 

For informational purposes only (order history).

ResMed ReSupply imports the number of items shipped for a supply request to have a record of a patient’s order history.

HCPCS (required)

A product code according to the Healthcare Common Procedure Coding System (HCPCS). Each patient has a row for each HCPCS item available for resupply. Only one HCPCS code is allowed per row. This field is required to import the patient.

Field restrictions: 50 characters

ResMed ReSupply uses a mask's Last supplied date to help calculate the outreach schedule and the latest record of each HCPCS item to calculate the Last supplied date.

Prod ID

A product ID based on the manufacturer’s stock keeping unit (SKU) number. ResMed ReSupply allows only one product ID per row.

Field restrictions: 50 characters

ResMed ReSupply imports only product IDs that match its product catalog. Product IDs that do not match are ignored.

Note: Contact ResMed if you need a product added to the catalog.

ResMed ReSupply adds product IDs to the Supplies tab on patient profiles. Product IDs makes it easier to confirm supply requests. 

ResMed ReSupply imports only the latest date for products and does not import multiple dates.

ResMed ReSupply adds all products imported for one item type. For example, two entries are added for a size small and a size medium nasal mask.

Serial number

A serial number is based on a manufacturer's system for identifying specific medical devices.

Field restrictions: 100 characters

ResMed ReSupply uses the serial number to verify there are no duplicate patient records for AirView-integrated patients. 

Last supplied date

Date the patient last received an HCPCS item. Formatted as: MM/DD/YYYY. This field is optional. If a date is not provided, the file import date is used as the last supplied date. This date is part of the criteria that determine when the patient is contacted for resupply.

ResMed ReSupply uses the last supplied date to determine eligibility and call schedule details for each item.

Status

A patient's status is either "Active" or "Inactive." This field is optional. 

ResMed ReSupply uses the status to identify a patient as "Active" or "Inactive."

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