Prerequisites
- You’re the organization Owner (the screen is Owner-only).
- Integrations is enabled for your organization.
- A target agent to attach the imported patients to — typically a Medical Agent (see Create an agent).
- Your Tebra Organisation ID (and optionally its name).
- The CCDA export files from Tebra — the standard clinical-document export that carries each patient’s record.
What’s a “dump”? The wizard calls one batch of Tebra export files a dump and
gives it a Dump ID. Think of it as one import run — everything you bring across in a
single pass. You can have several over time, and the Recent imports list lets you
resume an unfinished one or review a past one.
How the import works
The wizard walks through six labeled steps. It deliberately splits the work into two stages: Stage 1 reads and checks the data (nothing is created yet), and Stage 2 writes it into A2V2.ai. That gap is your chance to review before anything lands in your CRM.Configure
Turn on Enable Tebra integration, then enter your Tebra Organisation ID (and
an optional Tebra Organisation Name). Choose a Default Provider User — the
A2V2.ai user that patient records fall back to when their Tebra provider isn’t mapped
to a specific person. Select Save settings, then Continue.
Create dump
Pick the Target chatbot the patients will belong to, then Create dump. The
wizard allocates a new Dump ID for this run and prepares it to receive your Tebra
export files.
Parse (Stage 1)
Start Stage 1. A2V2.ai reads every patient file, validates it, and extracts
demographics, problems, allergies, medications, vitals, labs, encounters, and
clinical notes into a structured staging area. No A2V2 records are created in this
stage — it’s read-and-prepare only. You’ll see a running “Patients parsed” count;
if any patient fails to parse, you can retry just those before continuing.
Verify & review
The wizard runs a preflight checklist and shows a dump preview so you know
exactly what’s about to be imported — total Patients, any with Missing contact
info (these get skipped, because A2V2.ai needs at least an email or phone to create
a contact), Repeat patients already in your CRM (these are refreshed, not
duplicated), and the Encounter date range. Anything that would block the import
is flagged here, and you map any unmapped Tebra providers (see below) before moving
on.
Map (Stage 2)
Start Stage 2. Now A2V2.ai writes the parsed data into your workspace: one CRM
contact per patient, with clinical notes, prescriptions, vitals and labs, and any
attached patient files. Re-running is safe — repeat patients update in place, so
you won’t get duplicates.
Done
You get an import receipt summarizing what landed: patients imported plus counts
of clinical notes, active prescriptions, vital/lab results, patient files, form
submissions, and tasks — along with any patients that were skipped or failed. From
here you can View patient records, Print / save as PDF for your records, or
Start new import.
Provider mappings
Tebra identifies each provider by an NPI (National Provider Identifier). So that imported patients are attributed to the right person in A2V2.ai, the wizard lets you map each Tebra NPI to an A2V2 user during the Verify & review step. You can also manage these later from Provider mappings on the Tebra screen.| Strategy | What it does |
|---|---|
| Exact | Attribute the provider’s patients to a specific A2V2.ai user you choose. |
| Fallback | Use the Default Provider User you set in the Configure step. |
| Skip | Don’t attribute this provider — their NPI is left unmapped. |
Recent imports
The Tebra screen keeps a Recent imports list so you can pick up where you left off or look back. Each row shows the Dump ID, Chatbot, Status, Progress, and when it was Started.| Status | Meaning |
|---|---|
| Preflight | Set up and being checked before parsing. |
| Parsing | Stage 1 is reading the patient files. |
| Mapping | Stage 2 is writing records into A2V2.ai. |
| Completed | The import finished. |
| Failed | The import stopped with errors. |
| Cancelled | The import was cancelled. |
What ends up in your CRM
After a successful import, each patient is a CRM contact. Depending on what their Tebra record contains, the import can also create or refresh:- Clinical notes — allergies, problems, encounters, procedures, and history.
- Active prescriptions — from the patient’s medications.
- Vital signs and lab results — stored with their value history.
- Patient files — lab PDFs, intake forms, and images.
- Form submissions and plan-of-care / referral tasks.
Tips
Troubleshooting
I don't see Integrations or Tebra in my sidebar
I don't see Integrations or Tebra in my sidebar
The page says it's for organisation owners only
The page says it's for organisation owners only
Only the organization Owner can run Tebra imports. Ask your Owner to run it, or
review your role.
Some patients were skipped
Some patients were skipped
Patients are skipped when their Tebra record has neither an email nor a phone —
A2V2.ai needs at least one to create a contact. Add the missing details in Tebra,
re-export, and run a new import.
Patients failed to import in Stage 2
Patients failed to import in Stage 2
The most common cause is an unmapped provider with no fallback user. Map each
Tebra NPI to an A2V2.ai user, or set a Default Provider User in the Configure
step, then retry the failed patients. The wizard lets you retry just the affected
patients rather than re-running everything.
Will re-running create duplicate patients?
Will re-running create duplicate patients?
No. Stage 2 is idempotent — a patient who already exists in your CRM is updated in
place, and the preview’s Repeat patients count tells you how many will be
refreshed before you start.
Related
Integrations overview
What integrations are and how to reach them.
CRM contacts
Where imported patients live — view, edit, and work with them.
Create an agent
Set up the Medical Agent your patients attach to.
Members & Roles
Why Tebra import is Owner-only, and how roles work.