Table of Contents
Before You Begin
Before starting the import, confirm the following are available:
Admin access to PioneerRx and to the Pharmacist Account's MedMe dashboard
Microsoft Excel, Google Sheets, or a compatible spreadsheet program
A computer that has access to both PioneerRx and MedMe, so the file can be uploaded right after exporting
A few things to know before you start:
Extra columns won't carry over. Fields outside the required list below, such as allergies, may have no matching spot on the MedMe patient profile and won't be imported. Keep that data in PioneerRx.
Missing geo data. If a patient's row is missing a postal code or city, MedMe applies the pharmacy's own postal code and city on file. Let your Account Manager know if precise per-patient location data matters for your services.
Tip: To reduce duplicate patient profiles, turn on Automatic Patient Merge under Settings > Organization > Patient Merge before uploading.
Phase 1 — Export Patient Data from PioneerRx
Access the Patient Grid. Log into PioneerRx and select the Patient tab from the main menu.
Open Advanced Search. Press F12, or click the Search/Binoculars icon, to launch the advanced search grid.
Choose which patients to include.
Leave the search fields blank to pull the full roster, or
Filter the Status column to Active to exclude deceased or inactive patients.
Add the required columns to the grid. Right-click any column header, choose Column Chooser, and confirm the following fields are visible:
First Name, Middle Name, Last Name, Date of Birth, Sex/Gender, Email, Cell Phone, Home Phone
Address Line 1, Address Line 2, City, State, Zip Code
Primary Care Provider (PCP) Name, PCP Phone
Emergency Contact Name, Emergency Contact Phone
Payer Name, Subscriber ID, Subscriber First/Middle/Last Name, Subscriber DOB, Subscriber Address, Subscriber Relationship
Reminder: Every column listed above should be visible in the grid before exporting. A missing column at this stage means re-exporting the file later.
Export the file. Click the menu dropdown arrow in the top-right corner of the grid and select Export to Excel. Save the file somewhere secure as
PioneerRx_Raw_Export.xlsx.
Tip: Keep the original export untouched. Treat PioneerRx_Raw_Export.xlsx as the backup, and make a copy before converting it to CSV in Phase 2 — this way there's always raw data to fall back on.
Phase 2 — Convert the File to CSV
Open the copy of
PioneerRx_Raw_Export.xlsxin Excel, then click File > Save As.Rename the file
MedMe_Import_Ready, and in the "Save as type" dropdown, change the format from Excel Workbook to CSV (Comma Delimited) (*.csv).Click Save. If Excel warns that "some features in your workbook might be lost," click Yes to keep the CSV format, then close Excel.
For Instance: A completed file from this phase would be named MedMe_Import_Ready.csv and contain only the columns selected in Phase 1.
Phase 3 — Upload to MedMe
Start the import. On a computer with access to MedMe, open the Patients tab in the left-hand menu, then click Import Patients in the top right of the Patients screen.
Upload the file. Click the + to upload your
MedMe_Import_Ready.csvfile. Saving it to your Desktop makes it easier to find.
Confirm the preview. MedMe shows a preview of the file. Click Next, then click Next again.
Review rows. On the Review & Finalize screen, note the All rows count — this is the number of patients that will be uploaded.
Close the import window. Click the X in the top right corner. MedMe will warn that the import has not completed yet — this is expected. Select End the import, and MedMe finishes the import in the background on your behalf.
Let your Account Manager know. Notify your MedMe Account Manager once the upload is in to ensure timely processing.
Please Note: Processing can take up to 2 business days. You'll receive an email confirming your final patient count once the import is complete. No further action is needed while you wait.
Troubleshooting
Duplicate Patient Profiles
Duplicate profiles usually happen when a patient already exists in MedMe — for example, from a prior partial import — and the new import file creates a second record instead of updating the existing one.
Warning: Deleting a duplicate profile outright can remove linked patient history. Use MedMe's patient merge tool instead of deleting profiles.
How to prevent and fix duplicates:
Turn on Automatic Patient Merge under Settings > Organization > Patient Merge before uploading. Most duplicates are then merged the day after upload.
Before importing, check whether any patients were already added to MedMe manually or through a prior test import.
MedMe typically matches patients by name and date of birth — keep these fields formatted consistently between the source data and the import file.
If duplicates appear after import, use MedMe's patient merge tool rather than deleting profiles outright.
When in doubt, don't guess — flag the duplicate to the MedMe support team before merging or deleting anything.
Blank or Missing Fields
PioneerRx exports often have gaps — a missing email, an incomplete address, or no PCP on file. How a blank field should be handled depends on whether that field is required.
Reminder: Required fields must be filled in before MedMe will accept the row. If the data genuinely isn't available in PioneerRx, follow up with the patient directly or leave that record for manual entry after import.
Optional fields can be left blank without blocking the import — MedMe simply won't populate that field on the patient profile.
"Required if billing" fields only matter for patients whose subscriber or payer info is being imported. If billing data isn't being imported yet, these can stay blank.
Warning: Avoid entering placeholder text (such as "N/A" or "0000000") in required fields just to pass validation. Placeholder text creates bad data that's harder to clean up later than a blank field flagged for follow-up.
Conclusion
Once your export is formatted correctly, the upload takes just a few minutes, and MedMe finishes the import in the background. You'll have a fully populated patient list without re-entering records one by one.
For further help, reach out to the MedMe support team via email or live chat!