Introduction
This guide explains how to import sales lead data from third-party software like email lists. Your team typically provides this data in a password-protected Excel file. The guide covers what data can be imported, how it gets processed, and how to format it.
Intended Audience
This guide serves as a helpful reference for staff who regularly manage and enter leads into MyMedLeads. The marketer or staff member responsible for the third-party software/service may need to be involved to understand the fundamental data entry process and formatting.
Requirements
The MyMedLeads team will need you to email us an encrypted Excel file containing the lead data along with the password to unlock it. The Excel file must be formatted correctly based on the guide’s specifications. You must ensure your list is accurate and complete. If the file does not meet the requirements, it will be rejected and returned to you for revision.
Data Import
When requesting data to be imported from third-party software or services, you and your team must provide the following information to our team.
- Should the lead data be Visible or Hidden on the funnel?
- Visible – Please also let us know what Lead Source we should assign to these leads.
- Hidden – These leads will automatically be assigned the Lead Source name ‘Email List’. The MyMedLeads Platform will exclude any leads with the “Email List” Lead Source from staff views and reports. This allows you to import an email list for blasting without distorting your data.
- Procedure of Interest, if applicable
- The rep or user that these leads should be assigned to, if applicable
Clean Data & GIGO Policy
MyMedLeads follows the principle of “garbage in, garbage out” when assessing your files. Importing flawed data into MyMedLeads can result in creating issues. You are accountable for ensuring your contact list is accurate and consistent. The data in this file must meet the following minimum quality standards:
- Remove any fake or test records.
- No duplicate email addresses. Each combination of Name, Email, and Phone should be unique.
- If you don’t have a Full Name, you must provide either a First Name or Last Name.
- Phone numbers need to include the area code and cannot have a 1 in front of the area code or any dashes or special characters
- Do not include records with both a blank email and blank phone number. Records must have either an email or phone number to use communication features.
- Separate address components like Street Address, City, State, and Zip Code into their own columns. Do not put the full address in one column.
We highly recommend reviewing MyMedLeads for any leads that match contacts in your database, and removing those matched leads from the file.
- Review the full lead list by going to View All Leads, setting the date range to All Time, and the Lead Type to View All. Then click Export to download the list.
- Compare the exported lead list to the other list, looking for matching records where the name, email, and phone number(s) are identical.
Improperly Formatted Files
Our support team will conduct a preliminary review of your file to identify any problematic records. MyMedLeads is not responsible for fixing duplicated, incorrect, or otherwise messy data within your submitted files. If your import is not cleaned and verified, you accept the following risks:
- Unwanted duplicates
- Unwanted deliveries or non-deliveries from automated emails and texts
- Incorrect or conflicting activity history that affects leads’ status, appt history and whether they meet criteria for marketing campaigns.
Procedure Marketing Campaigns
Please note that any imported leads will not receive automated procedure marketing campaigns that you may have activated, such as the default campaign that sends to all leads. You can optionally set up a blast campaign to target these imported leads. We recommend applying a procedure of interest tag to the imported leads if you want to send them a specific email or text. This will help identify them for future communications.
How to Format the Data
To ensure your data is processed efficiently and accurately, please follow the column naming guidelines below when exporting data from your third-party software/service. The MyMedLeads Platform’s data importer requires the Excel data to be structured in an easy-to-process format. The table below outlines the required column names and corresponding Lead Property for each. When naming columns, use only one of the specified options (e.g. “FirstName”). Adhering to these conventions will allow the import logic to accurately identify and map your data to the appropriate Lead fields.
| Lead Property | Acceptable Column Names |
| Full Name | Full Name, FullName, Name |
| First Name | FirstName, First Name, fname, f name, f. name |
| Last Name | Last Name, LastName, Lname, l name, l. name |
| Address | Address, Street Address, StreetAddress |
| City | City, City Name, CityName |
| State | State, State Name, StateName |
| Postal | Postal, Postal Code, PostalCode, Zip, ZipCode, Zip Code |
| Home Phone | Phone, Phone Number, PhoneNumber, Phone1, Phone 1, Home Phone, HomePhone, PhoneOne, Phone One, present Home Phone |
| Mobile Phone | Phone2, Phone 2, PhoneNumber2, PhoneNumber 2, PhoneNumber 2, Cell Phone, CellPhone, Mobile Phone, MobilePhone, Phone Two, PhoneTwo, Present Cell |
| Email Address | Email, Email Address, EmailAddress, EmailId, Email Id |
| Date of Birth | DOB, Date of Birth, Birthday, Birth day, BirthDate, birth date |
| Lead Source | LeadSource, Lead Source, Referral Source, ReferralSource, Referral, Source |
| Rep | Assigned User, AssignedUser, Assigned Rep, AssignedRep, User, Rep, UserName, User Name, RepName, Rep Name, Assigned To, AssignedTo |
| Procedure | Procedures (a comma delimited list of Procedures to apply to the Lead. The Procedure names must match exactly with what is in MML Account) |
| Location | Location, Preferred Location, PreferredLocation |
| Patient Comments | Comments,Patient Comments, PatientComments |
| Lead Posted | LeadPosted, LeadCreated, Lead Posted, Lead Created |
| Location | Location, Preferred Location, PreferredLocation |
| Doctor | Doctor, Doctor Name, Preferred Doctor, PreferredDoctor, Doctor LastName, Doctor LastName, Doctor Last Name, Provider, Provider LastName, Provider Last Name |
| Do Not Email Preference | DoNotEmail, OkayToEmail AcceptableValues: true, okay, 1, false, 0, not okay (the value is based upon the ColumnName) |
| Do Not Text Preference | DoNotText, OkayToText AcceptableValues: true, okay, 1, false, 0, not okay (the value is based upon the ColumnName) |
| Notes | Note[Number] and NoteDate[Number] –Number = a sequential set of numbers that couples a NoteDate & a Note together. This starts at 1 not 0 (zero). And, a column must be named ‘Note1’ to trigger this functionality
To create two notes: ||Note1||NoteDate1||Note2||NoteDate2|| |
Important Items to Consider when Importing:
- Email List as Lead Source: When importing leads using the “Email List” as the lead source, it’s important to note that if you create a new lead source (e.g., “Customer List”) and any leads in your import list are already present in MML, the original lead source will be overwritten with “Customer List.” However, MML will not overwrite leads that originate from the “Email List,” similar to how it manages leads coming from an EMR lead source.
- Import Scenario: If a lead is imported into MML with the “Email List” source, and a month later this lead submits a web form, MML will overwrite the lead source as it would for an EMR lead source, like NexTech. Note that lead sources such as RealSelf always create duplicates.
- Procedure Naming: Use specific naming conventions for files based on the import date. For example, “Constant Contact Oct 2018.” These details will not be visible to leads or patients.
- Duplicate Entries: Duplicate phone numbers are acceptable, but duplicate email addresses are not.
- Data Import Limitations: We cannot import lead status, appointments, or any transactional/update history. Therefore, if a client wants to target individuals for a recall or post-consult, you will need to use a mass communication approach.
- We can backdate the “Lead Posted” date
- We can import updates for existing records, such as exporting a list from “View All Leads” and then importing it with assigned representatives or specific procedures. While the procedure of interest will update, it’s uncertain if the representative assignment will also update.