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The Medic Import Process

  • Updated

Purpose

The medic import process allows superusers to bring medic details into NHS At Work and create ready-to-roster profiles. This guide covers how to upload your completed import file and tips to help you troubleshoot if things go wrong. For support on how to download and compile your import file, see ‘The Medic Import File’ guide.

 

 

The Medic Import Process

  1. In the left-hand menu, go to ‘Administration’, then ‘Staff’, and ‘Staff List’
  2. From the ellipsis menu on the right-hand side, click on ‘Import'
  1. In the pop-up box, click ‘Choose File’, find and select your prepared import file, then click ‘Upload’.

Top Tip! If you have chosen the wrong file or need to cancel your import, you can click the ‘x’ to the right of the file name or ‘Cancel’ at any time before uploading.

  1. A message will display confirming whether your upload has been successful.
  • If the import was successful, the green ‘Success’ message will display.
  • If the import was not successful, an error message will display. See the Medic Import Errors section for assistance.

 

 

Medic Import Errors

There are many reasons a medic import file may fail to upload. This section will help you to understand common causes of errors and how to fix them.

The most common errors are split below into 2 sections:

  • File format issue – produces an error message similar to this:
  • Import data issue – produces an error message similar to this:

File Format Issue

It’s essential that the medic import file is in the right format so that NHS At Work can read it and put medic details in the right places. It’s therefore recommended to use the downloadable template and that you only upload it as an Excel workbook (.xls or .xlsx).

 

Import Data Issue

  1. When an import file fails, an error log will automatically download. You can open this log from top right corner of your browser, as shown below:

  • Chrome Browser:                                                 

  • Edge Browser:

  1. The file will open on the main tab, showing the data you tried to load. From the bottom left, select the ‘Errors’ tab.
  1. The errors tab will show:
  • The assignment number of the medic profile/s that failed
  • The error that occurred
  1. View and correct the errors in your upload file (Not in this downloaded error log). Errors are most commonly due to inaccurate data and/or because the medic already exists. See below common examples:
Error Message What to Check How to Resolve
‘This GMC/GDC already exists for a different staff.’

If you are uploading a new medic this typically means:

  • The GMC in your file belongs to another medic.

 

If you are updating existing medics, this could mean:

  • The GMC in your file belongs to another medic.
  • the GMC is correct, but another unique identifier is incorrect. This mismatch makes it appear you’re trying to load a new medic with an existing medic’s GMC number.
  • The data in your form is correct, but you are trying to update a unique identifier field that cannot be changed via the upload e.g. email.

 

  • Open your upload file and correct the GMC number.

 

 

  • Correct the GMC

 

  • Check the medic’s details are correct, particularly GMC, assignment number and email.
  • If you need to change a medic’s email, raise a ticket with the Liaison Support Team.
‘GMC/GDC must not be more than 7 characters’ Error messages like this indicate that a field has been populated with inaccurate data. In this specific instance, the GMC added has too many characters. Open your upload file and correct the GMC number.

 

Top Tip! You can get more help with how to correctly format each field in the NHS At Work ‘The Medic Import File’.

 

Version 1.0 - Approved 21/11/2025

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