> ## Documentation Index
> Fetch the complete documentation index at: https://docs.a2v2.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Import from Tebra

> Bring patient records from Tebra EMR into your A2V2.ai CRM — demographics, clinical notes, medications, vitals, and labs — with a guided, owner-only import wizard.

You run a clinic on **Tebra**, and you've built a Medical Agent in A2V2.ai to help
patients. But your patients and their history live in Tebra, not in A2V2.ai. The
**Tebra import** brings them across: it reads the clinical export files from Tebra and
turns each patient into a [CRM contact](/crm/contacts) — with their notes, medications,
vitals, and labs attached — so your agent and your team work from the same records.

Open **Integrations → Tebra** from the dashboard sidebar, then **Open import wizard**.
The wizard is titled **Import from Tebra**, with the subtitle "Step-by-step guided
import of CCDA dumps from Tebra."

<Warning>
  **Availability is gated, and this is healthcare-specific.** Tebra import is a
  selectively rolled-out, healthcare-vertical feature. If you don't see **Integrations**
  in your sidebar, it isn't enabled for your organization — [contact A2V2.ai
  support](mailto:support@a2v2.ai). Because it moves real patient data, it's restricted to
  the organization **Owner**.
</Warning>

## 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](/building/create-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.

<Note>
  **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.
</Note>

## 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.

<Steps>
  <Step title="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**.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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**.
  </Step>
</Steps>

## 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.              |

<Warning>
  If a provider's NPI has **no explicit mapping and you haven't set a Default Provider
  User**, those patients' records will fail to import. Either map each NPI or set a
  fallback user in **Configure** before running Stage 2.
</Warning>

## 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.                |

From a row you can **Resume** an in-progress import, **View** a finished one, or
**Discard** it. Discarding cancels a dump and drops its staged data, but **records
already imported into your CRM are not removed** by discarding.

## What ends up in your CRM

After a successful import, each patient is a [CRM contact](/crm/contacts). 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

<Tip>
  **Run Stage 1, then review before Stage 2.** The two-stage design exists so you can
  catch problems — skipped patients, unmapped providers, unexpected repeat counts — while
  nothing has been written yet. Treat **Verify & review** as a real checkpoint, not a
  formality.
</Tip>

<Tip>
  **Fix missing contact info in Tebra, not after.** Patients with neither an email nor a
  phone are skipped, because A2V2.ai needs at least one to create a contact. If the preview
  flags skips you care about, add the details in Tebra, re-export, and run a new dump.
</Tip>

<Tip>
  **Re-importing is safe.** Bringing the same patient across again updates their existing
  record in place rather than creating a duplicate, and their notes, prescriptions, and
  clinical data carry over.
</Tip>

## Troubleshooting

<AccordionGroup>
  <Accordion title="I don't see Integrations or Tebra in my sidebar">
    Integrations is a selectively enabled, healthcare-specific capability, and it's
    Owner-only. If you're the Owner and still don't see it, it isn't enabled for your
    organization — [contact A2V2.ai support](mailto:support@a2v2.ai).
  </Accordion>

  <Accordion title="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](/settings/members-and-roles).
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

## Related

<CardGroup cols={2}>
  <Card title="Integrations overview" icon="puzzle-piece" href="/integrations/overview">
    What integrations are and how to reach them.
  </Card>

  <Card title="CRM contacts" icon="address-book" href="/crm/contacts">
    Where imported patients live — view, edit, and work with them.
  </Card>

  <Card title="Create an agent" icon="robot" href="/building/create-agent">
    Set up the Medical Agent your patients attach to.
  </Card>

  <Card title="Members & Roles" icon="users" href="/settings/members-and-roles">
    Why Tebra import is Owner-only, and how roles work.
  </Card>
</CardGroup>