Importing Member and Activity Data in Pear Suite
Table of Contents
Organizations using Pear Suite can import member information and completed activities directly into the platform to streamline documentation and generate claims. This guide outlines how to prepare your data and complete member and activity imports, including new functionality that supports constant field values for incomplete upstream files.
Use Cases
- Community Supports (CS) and Enhanced Care Management (ECM) providers can upload Member Information Forms (MIFs) or similar documentation received from health plans.
- CHW organizations can upload records from external data systems.
- All teams can use activity imports to document completed visits and generate claims from them.
Step 1: Prepare Your Data
Ask your CSM for the Member & Activity Import Template. If its a specific import, work with your CSM to create the import template in the platform. Make sure your file is saved as a CSV (Comma-Separated Values) file before uploading it to Pear Suite.
Your basic template might include:
- A Member/Activity Import tab
- Data Dictionary tabs with formatting instructions
Tip: Start with 1–2 test entries to check formatting before uploading the full file.
CHW Subcontractors and basic users can use this template: Member/Activity Import Template - Pear Suite
Step 2: Import Members
In Pear Suite:
- Go to Data Management > Import Templates > Member Import
- Switch to the Imports tab
- Upload your CSV file
Required fields include:
- First Name, Last Name
- Date of Birth
- Gender, Insurance Info, Contact Info, etc.
Common Errors:
- Missing required fields (like Date of Birth)
- Invalid characters or formats
- Blank rows or extra spaces
If there are issues:
- Download the error log
- Fix problems in your spreadsheet
- Re-upload the corrected file
New Feature: Configure Constant Values for Member Imports
Admins can now configure constant values in the Member Import (MIF) template for required fields. This means if a field like Country or Language is not included in the incoming CSV, the platform can automatically fill it in with a default value.
How to Set It Up:
- Go to your Member Import Template (MIF)
- Set constant values for required fields during template configuration
Benefits:
- Prevents incomplete profiles that may disrupt CS/ECM workflows or block claims
- Ensures required fields are always populated, even if not included in the original file
New Feature: Import Multiple Member Contacts
Admins can now import multiple external contacts of each type on one Member Import (MIF) template. This means that member can have one or more Emergency Contacts, Caregivers, and/or PCPs all imported directly into the structured External Contacts section instead of being forced into custom fields or manual entry. This supports importing all care team members in a single import workflow, and makes imported contacts usable across the member profile, call center, and care plans.
How to Set It Up:
- On the desired Member Import Template, add the external contact information. Name and Type are required, however you can use any column headers you want in the file.
- Assign an external contact number for each grouping of contact information - particularly name and type
- Type can be set as a constant using the “Configure Constant Values for Member Imports” feature
- Mapped columns for the same contact must share the same External Contact Number
Benefits:
- Allows MIF data to directly load into the external contacts pane of the member profile, and into the Care Plan
- Spotlights key contacts at the top of the profile for easy access
- If the same external contact data is imported again for that member, the system avoids creating a duplicate. If contact information changes on a subsequent import, the member is updated and a new external contact record is created for the changed contact data.
Step 3: Import Activities
After members are imported:
- Navigate to Data Management > Import Templates > Activity Import
- Upload your spreadsheet
Each row should include:
- A valid CIN or unique ID that matches an existing member
- Activity name (must match your platform template)
- Start and End Date/Time
- Place of Service, Diagnosis Code, and Modifiers
- "Yes" for both Billable and Billing Consent fields
Common Errors:
- Member ID not found
- Activity name mismatch
- Incorrect date/time format
If there are errors:
- Download the error log
- Fix the spreadsheet
- Re-upload the corrected file
Step 4: Generate and Review Claims
After importing:
- Go to the Claims tab from the left menu
-
Use filters to review claims by status:
- Error: Claims with missing or invalid data
- Generated: Valid claims ready to be reviewed
Click any claim to:
- View member info, activity details, and billing codes
- Fix errors directly or re-import corrected data
- Use Re-Generate to refresh after edits
Step 5: Submit Claims
Once a claim looks complete:
- Open the claim
- Review all details
- Click Mark as Ready for Screening to move the claim forward
This final step makes the claim available for internal review and billing.